Admin Users are able to create and manage Email Templates. This can be accessed via the Settings Cog > Email > Templates.
Email Templates can be built into your system to help users more efficiently send common emails. Existing Email Templates are able to be adjusted to update their content or to rebrand.
PREPARING YOUR EMAIL TEMPLATE
There are two ways to create an Email Template. One is to add all information straight into Solv, and the other is to prepare what you want to include in the Email Template outside of Solv, to then paste it in.
Either way, we recommend you prepare what you want your Email Template to contain by considering:
Prepare a name that users will select in the list to generate this template. Make it meaningful to be easily selected from the list e.g. “For Supervisor – WC claim lodged next steps?”
Prepare the subject line of the email. Flag possible merge fields to be included.
Prepare the body of the email. Write the body of the email and flag possible merge fields or replace them as you go.
Replace words with possible merge fields. Using the list provided, you can replace information with merge fields. E.g. Employee Name with {@@FirstName} {@@Surname} etc
This is an example of an email template body with merge fields:
When you are sending an email from the system, the merge fields are populated with the information from the Injury record you are in:
Attached at the bottom of this article is a document containing all possible Email Template Merge Fields that you can add to an Email Template. You can paste these into the Email Template you are building/ editing.
CREATE AN EMAIL TEMPLATE
To create a new Email Template, click the Add button on the Email Template grid.
Once in the Add Page, you can update the Email Template information, including the name of the Email Template, the Email Template Type, the subject line, and the body text.
Publish your Email Template by selecting the ‘Publish’ button. You can use the Save as draft option if you would like to return to the email and edit more information prior to publishing.
Text can be pasted in, however, as this is a rich text editor, this needs to be pasted as Plain Text. Use Ctrl + Shift + V on your keyboard or right-click ‘Paste as plain text'.
To save your email template, ensure the “Email Template Type” has been set to “Email Out” and then click the ‘Publish’ button. You can use the Save as draft option if you would like to return to the email and edit more information prior to publishing.
IN SYSTEM FORMATTING
Within the Email Body area, you are able to format the text using the formatting options provided:
As you type into the template, possible merge fields will appear for you to use. The below is an example of the injured employee's first name.
You can also click on the merge fields button to find the field you are looking for. These can be double-clicked and will be inserted where your text curser is up to.
It is important to note that not all merge fields are available on all Email Template Types. This means you may need to use the Properties tab to switch between types to get the merge fields you need. For example, if you are looking for the full demographic merge fields for an injured employee, these are grouped together best in the ‘Claim Document’ Email Template Type. This is the reason why we recommend preparing your emails in a separate document using the full list of merge fields provided in this document.
EDITING EXISTING EMAIL TEMPLATES
Solv offers a number of pre-existing Email Templates. These are most often seen linked to documents. For example, if a Medical Certificate is added to the system, it has its own Email Template if emailed out. These Templates can be adjusted.
To do this, find the corresponding Email Template from the list that you want to edit and click on the edit button.
You will notice the properties of these Email Templates are locked however, the subject line and the email body are able to be adjusted. Make the adjustments as needed and then publish. There is no save as draft option on pre-built email templates.
Editing an Email Template will not change the content of any previously saved emails created using an Email Template.
