Creating an Email

STEP 1: Go to Administration > Individual Planning Admin > Email

STEP 2: Click 'Add' to create a new email template.

The default type is 'Common' but any one of the fifteen types can be selected.

Note that fields on the screen may change depending on the type selected.

STEP 3: Enter the requisite information as described below to create a new email

Field	Description / Instructions	Mandatory / Optional
Email From	Text field to enter any valid email address	Mandatory
Subject	Text field to enter the email subject	Mandatory
Type	Drop down list of emails types – screen may refresh to display the appropriate input fields as per the type selected here.	Not Applicable; defaults to Common
Body	Body of the email message	Mandatory
Template variables	Variables that can be inserted into the templates – all variables are not available for all template types: Staff Name (displays name) Position (display's staff member's position) Assessee (displays name) Reporting Officer (displays name) Application message (displays the standard message for the relevant email type)	Optional
Date To Send	Date picker (Calender Control) which specifies the date which the Email Template becomes valid. Some templates have a field titled 'No. Of Days' instead of 'Date To Send'. Note: The date to send must be a date after the date you are setting this up. If you put in the same date on which you are setting it up (i.e. today's date), then the e-mails will not be sent out until the next day.	Mandatory
No. of Days	The email will be sent before the no of days specified here. For example if the due dates is 29th November and you specify 5 days here, the email will be sent on 24th of November	Mandatory
Active	This check box allows reusing of email templates which have become inactive. Such mail templates can be made active by ticking the check box.	Not Applicable, defaults to Active
Save	Saves current email template	Not Applicable
Delete	Deletes existing email template	Not Applicable

There are two broad categories of templates as follows:

Category 1 – Sent only once

Category 2 – Sent multiple times

These email types allow the selection of a specific date via a calendar control. Following email types fall under this category:

Common emails
Setup Finished emails
Endorsement Finished emails
Self Assessment emails
Appraisal
360 Evaluation

NOTE: Emails belonging to this category go to a specific recipient only one time and it does not repeatedly send emails to the recipient unless the PES administrator specifies a new template of the same type for a future date.

These email types provide a textbox in which administrators can specify a frequency. Following email types fall under this category:

Alert emails
Due date emails

NOTE: Emails belonging to this category go to a specific recipient multiple times as long as the relevant conditions continue to be satisfied. For example, the Alert email type sends continuous reminders to the recipient until the specified frequency has been exhausted.

Please refer to the Business Rules for further information.

Last revised: November 26, 2017