Setting Up Email Templates

Introduction

This page is where we configure the outgoing email templates to the candidate (e.g. offer emails). The template here will be generated into each contract. As with all set-ups, the email template can be individually customized later on, but here is where we set up the default template. 

New users to this module will not have templates set up. You will need to add a new template by clicking  on the top right corner. You will need one template for each Hire Type, even if the content for each may be the same. Returning users will already see their previous templates in this page. You may choose to edit and revise your templates if needed or proceed with the next step.

How to Navigate the Email Templates

Filter

The filter contains seven fields: Terms, Faculties, Schools/Departments/Programs, Instructor Ranks, Hiring Types, Email Types, and Record Statuses. Terms is pre-set to the existing period. Faculties is pre-set according to the user. One or more options can be selected for Schools/Departments/Programs. Instructor Ranks is pre-set to Sessional Instructors. This is the only option. Hiring Types can be set to one or all of New Hire, Rehire, and Test. Email Types can be set to one or all of Offer Email and Test Email. Record Statuses is set by default to be both Active and Past.

Results Table

After filtering, if there are previous templates, it will show up here. The columns provide template details including its name, academic unit, rank, hiring type, email type, and record status. You can hide columns by clicking on the columns button on the top right of the table. The email template details can be found by clicking on the template name. You will be able to see the template metadata, sender setup, and email details. If you would like to make any changes, click  on the top right. If you would like to delete the email template, click , which is above the edit button.

Adding Email Templates

Click  on the top right. Using the dropdowns, fill out the Template Metadata section with the correct Term, Faculty, Email Type, Rank, and Hiring Type. The Template Name can be anything that helps you identify the template for future use.

In the Sender Setup section, specify the Sender Name and Sender Email that is visible to candidates. You may also choose to add in a CC or BCC.

In the Email Detail section, you can set up the Email Subject and Email Body that are visible to the candidates. This section allows the usage of wild cards, which are placeholder texts that will later be replaced with real data upon contract generation. For example, the [[faculty]] wild card will fill in with Faculty of Science, if that is your faculty. You may use any wild card in the Wild Card List in your Email Subject or Email Body, however, you must include the [[contract_access_link]] wildcard in the Email Body. If this is not included, the candidate will not see a link to the myTRACS portal to accept their contract.

A wild card will turn dark grey in the list on the right-hand side if it has been properly typed into the Email Subject or the Email Body. Please check for typos if you do not see it turn dark grey. 

How to Find the Email Templates

• Head to the menu drop down under Contract Mgmt > Temporary Instructor Management

• Select Email Templates