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How to Manage your Email Templates

Taking the time to edit and update the Email Templates is an important step to take when opening a new Award. Using Email Templates can save Admins a lot of time, as they can be automatically triggered, providing users with key information such as: submitting an Entry, sending an invoice confirmation, approving an Entry etc.

There are two different types of Email Templates Admin can use in Nucleus:

  • Default – Triggered if an award specific email does not exist;
  • Award Specific Templates – Automatically-triggered email templates can set up for specific projects. These are particularly useful if you are running multiple Awards, and require different templates with different wording for each Awards.

How to Edit existing Default Email Templates

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Select Email Templates
  4. Search for the template you wish to amend and click on Default
  5. The Edit existing emailTemplate page will open
  6. Set Yes to the Enabled field to automatically trigger this email template
  7. Select Yes or No if you wish the standard Header and Footer logo to be used. The logo would have been defined when the instance was launched
  8. In the field Add emails to queue in this state, select:

    – New: to automatically queue them to send;

    – On Hold: to control them until you release them. See how to manually control the release of any emails
  9. Choose the Delivery Priority:

    – Low: to put them at the bottom of the email queuing;

    – Medium: to put them at the middle of the email queuing;

    – High: to put them at the top of the email queuing.
  10. To the BCC section, add the email addresses you want to include in this email and separate each email with a comma. If you only wish the template to be sent to those specified in the BCC section check the Send to BCC only box
  11. Type a Subject line for the email.
  12. Enter email content in the content section. To enter html click on the </> button in the top left. It is possible to add special content using the following options:
  • To add CMS use %% with label from the CMS (left hand column)

i.e. %%login page introductory text%%

  • To use a special value such as Entry Name or Entry ID use @@ and the name of the special value. All the special values you can use are listed at the bottom of the email template.

i.e. @@entryName@@

  • To use question answers relating to this Entry use $$ with the Internal Question Name

i.e. $$Best Game Nom Can 1 Name$$

  1. To preview, click on the Preview button at the bottom of the page
  2. Click Save and close

How to create Award-Specific Templates

  1. Scroll to the bottom of the Email Template Type List, to the section Define new template
  2. From the drop-down Type, select the template you want to create an award-specific version of
  3. From the drop-down Award, select the Award you want it to apply to
  4. Click Add. This award-specific template will now appear in your template list in the middle ‘Templates defined’ column, alongside the default template
  5. To edit the template, simply click on it