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Add an email template

All of the email template categories follow the same steps when adding an email template onto eCase.

Select the link below to open an eLearning module on adding an Email Template.

The eLearning module will open in a new internet window.

- How to add an Email Template (duration = 19 minutes)

1. Sign into eCase. Refer to the How to Sign into eCase section.
2. Select the eCase More menu.
3. Select Email Templates in the Settings menu.
   
   The Email Templates screen appears. The screen is divided into tabs. This will enable you to quickly find the email template category that you require. The category tells eCase when to show the email template, for example, is the template an acknowledgement or response. Select the tab name to view the email template categories within it.
4. To add a new email template, select the name of the email template category where you would like to add the template. For example, if you want to add a new acknowledgement email template, you will go to the Acknowledgement tab, then select the Case Acknowledgement category link.
   
   Templates already created on eCase will be shown in a list under the category heading. You have the option to edit or archive templates that have already been created. eCase will automatically add in a minimum of one template which will have a title beginning with Standard. This can be kept on eCase, adjusted or archived as required.
   
5. To create a new email template, select the Add a new template button. The Create an email template pop up window will appear.
6. Enter the name of the template in the Name field. The name should describe the template, so that users can choose between templates if more than one is entered within that category.
7. Enter the subject of the email in the Subject field. This is theDId you know subject of the email that the recipient will see. You can use mail merge fields in the subject, for example, when the contribution is due or the case reference. To add a mail merge field, select the Find fields... link at the end of the Subject field. The frequently used mail merges will appear in the Commonly Used Fields area. Select the mail merge you would like to use.
8. Enter the email text in the Body field. Add mail merge fields into the template to extract information from the case into the email for you. To assist you with entering these, place your cursor at the point in the body of the email where you want the mail merge field text to be added, then select the Find Fields... link from the Body field toolbar. The mail merge fields pop-up will show a list of Commonly Used Fields that can be merged into the Body of the email.
   
   If the mail merge is not available in the Commonly Used Fields section, start to type the mail merge you require, or select the browsing all fields... link. The browsing all fields… link will take you to the All mail merge fields pop up. Use the Find a field search field to find the name of the field you would like to mail merge into your email template.
   
   Select the Add link to enter the mail merge onto your template.
   
   Did you know?
9. If you would like to add a URL into the body of the email template, place your cursor where you would like the URL to be added, then select the link icon on the Body field toolbar. Enter the web page address in the URL field. Modify the Text to display text if required. This field will appear on the email and when selected will take the recipient to the web page added in the URL field.
10. Optional: In the Attachments area, you can automatically select what documents should be attached to the email. For example, for a response email template you might automatically want the response documents to be selected. Place a tick in the relevant document type tick box.
11. Optional: If you would like to use the email template for one or more case types, select the Case Types drop down arrow and select the relevant Case Types. If the template is to be available for all case types, leave this field blank.
    
    To delete a case type, select the X.
    
12. Optional: If you would like the email template to be restricted to one or more teams, select the drop down arrow next to the Teams field, then select the relevant team or teams. If no teams are selected, the template will be available for all teams to use.
    
    To delete a team, select the X.
13. Select the Preview Email link to view the email template with sample data. Select the Edit email link if you want to modify any of the details.
14. To create the email template, select the Save button. The email template created message appears.
    
    The new email template will now show in the email template category list.