Maintaining email and SMS notification layouts

Use the Email Letter Template window to update the template used when emailing to community members.

Note: When this window is accessed from Communication Types Maintenance you can define a default email layout for email communication.

To open the Email Letter Template window:

Open the Communication tab of Communications Maintenance. See Communications Maintenance - Communication tab.
The Communication tab of Communications Maintenance window is displayed.
Click .
The Email Letter Template window is displayed.
In the Message field, type in the email message including merge fields and attachments.
Note: To include a merge field in the message, highlight it in the Merge Fields pane and click . The field will appear in your message at the cursor position.
Click when completed.


Field	Description
Subject	Text to go into the subject field of the email. Note: SMS messages ignore the subject field.
Message	Email message text that can contain a mixture of text and merge fields.
Message Type	Message Text	Description
	Plain Text	Use when the message text is plain.
	HTML	Paste raw HTML from an HTML editor to maintain the formatting created. Note: HTML is stripped from all SMS messages before sending.
Merge Fields	Synergetic fields available for merging with email messages. Use these fields to personalise the email. Synergetic will populate the letter with data at the time of sending the email.
SMS Count	Number of characters used, the maximum number allowed before the communication will flow on into another message, and number of messages the communication currently requires. For example: 78/160 (1) means that 78 characters have been used, 160 characters is the maximum that can fit in one message, and the communication fits into 1 message. 192/312 (2) means that 192 characters have been used, 312 characters is the maximum allowed before another message is needed, and the communication fits into 2 messages. Note: Character counts are only approximations when merge fields are used, as the field's value changes for each message. Messages using merge fields may be longer or shorter than the SMS Count indicates.

Field

Description

Subject

Text to go into the subject field of the email.

Note: SMS messages ignore the subject field.

Message

Email message text that can contain a mixture of text and merge fields.

Message Type

Message Text

Description

Plain Text

Use when the message text is plain.

HTML

Paste raw HTML from an HTML editor to maintain the formatting created.

Note: HTML is stripped from all SMS messages before sending.

Merge Fields

Synergetic fields available for merging with email messages.

Use these fields to personalise the email. Synergetic will populate the letter with data at the time of sending the email.

SMS Count

Number of characters used, the maximum number allowed before the communication will flow on into another message, and number of messages the communication currently requires. For example:

78/160 (1) means that 78 characters have been used, 160 characters is the maximum that can fit in one message, and the communication fits into 1 message.
192/312 (2) means that 192 characters have been used, 312 characters is the maximum allowed before another message is needed, and the communication fits into 2 messages.
Note: Character counts are only approximations when merge fields are used, as the field's value changes for each message. Messages using merge fields may be longer or shorter than the SMS Count indicates.

Button	Description
	Preview the HTML message if the selected Message Type is HTML Raw (including tags). The button is disabled if Plain Text is selected.
	Strip the message of all HTML flags to convert it to plain text. Note: HTML is stripped automatically when the message is sent as an SMS.
	To paste a merge field into the Message field: Position the cursor in the Message field where you want to paste the merge field. Select the required merge field from the Merge Fields column. Click Paste Merge Field. Tip: You can cut and paste merge fields to other parts of the message text as required.
	Add file attachments to be sent with the email. Note: Attachments are stripped from SMS notifications before sending.
	Load the default layout for the selected communication type. This will overwrite all changes made in the current session.

Button

Description

Preview the HTML message if the selected Message Type is HTML Raw (including tags).

The button is disabled if Plain Text is selected.

Strip the message of all HTML flags to convert it to plain text.

Note: HTML is stripped automatically when the message is sent as an SMS.

To paste a merge field into the Message field:

Position the cursor in the Message field where you want to paste the merge field.
Select the required merge field from the Merge Fields column.
Click Paste Merge Field.
Tip: You can cut and paste merge fields to other parts of the message text as required.

Add file attachments to be sent with the email.

Attachments window

Note: Attachments are stripped from SMS notifications before sending.

Load the default layout for the selected communication type.

This will overwrite all changes made in the current session.