Email Templates

 You can define email templates which can be subsequently applied within the  workflow. 

STEP 1: Go to Framework> Project Settings> Email Template

STEP 2: Click 'Add New Email Template'.

STEP 3: Design the email template by entering data as indicated below.

Field

Description/Instructions

Mandatory/Optional

Type

Dropdown allows selection of system defined email types: Generic Email, Sign Off Request and Sign Off Complete.

  • Sign Off Request: Sends sign off request to the sign off authority (established as either the Project Owner/Project Sponsor or dropdown selection).
  • Sign off Complete: Sends sign off response to the person who requested the sign off.
  • Generic Email: Send object/phase complete mail to the Project Owner. Informational only – no sign off required.

Mandatory

Title

Name of email template

Mandatory

Subject

Email subject

you can add Snippets to the Subject line by clicking on the Insert Snippet Code

 

Mandatory

Body

Content shown within email body.

Snippets can be inserted within the email body using the icon. Snippets are pre configured by CAMMS and can be used to quickly insert content to the email body. The snippets automatically populate the email body with data from the system (such as data from the Project Details screen) when the email is generated.

The snippet options are as follows:

  • Sign-Off Request: includes complete template for sign off request email

  • Sign-Off Complete: includes complete template for sign off response email

  • Task Complete: includes complete template for object completion mail

  • Project Name: includes the name of the Project the email object belongs to

  • Task Name: includes the name of the Object the email is linked to

  • Staff To: includes the Project Owner of the Project the linked object belongs to (first name and last name)

  • Staff From: displays as 'IPM'

  • Status: includes status i.e. Approved, Deferred, Rejected – if the email object is linked without a Sign Off, it is considered 'Approved'

  • Command Accept: includes a link to Accept

  • Command Reject: includes a link to Reject

  • Command Deferred: includes a link to Defer

Mandatory
 

STEP 4: Click 'Insert' to add the new email template to the system.

 

Multiple  'Sign-Off request’, ‘Sign-Off complete’ and ‘Generic’ email templates can be created and later used within workflows as required.

Repeat Steps 1 to 4 if you wish to add more Email templates.  

Email Snippets

Snippet Name

Description

Snippet View

Sign-Off Request

Inserts a predefined sign-off request to the email template.

 

The data fields defined in this snippet are populated from the data in the system once the email is generated.

 

Developed by CAMMS. Refer table below for additional information.
For approval by: [STAFF_TO],
Project: [PROJECT_NAME]
Task: [TASK_NAME]
is ready for your review and determination in order to progress to the next step in the workflow.
[SIGNOFF_LINK]

Approval requested by: [STAFF_FROM]
 

Sign-Off Request with Commands

Inserts a predefined sign-off request to the email template. User can directly Sign-Off using the links given in the Email body itself.

 

The data fields defined in this snippet are populated from the data in the system once the email is generated.

Developed by CAMMS. Refer table below for additional information.

 

 
For approval by: [STAFF_TO],
Project: [PROJECT_NAME]
Task: [TASK_NAME]
is ready for your review and determination in order to progress to the next step in the workflow.
Accept - To approve the project to proceed to the next step in the workflow.
Reject - To decline approval for the project to proceed any further.
Defer - To put the project on hold at this point.

Approval requested by: [STAFF_FROM]
 

Sign-Off Complete

Inserts a sign off complete notification to the email template.

 

The data fields defined in this snippet are populated from the data in the system once the email is generated.

 

Developed by CAMMS. Refer table below for additional information.
Dear [STAFF_TO],
Project: [PROJECT_NAME]
Task: [TASK_NAME]
Is [STATUS].

Regards,
[STAFF_FROM]
 

Task Complete

This inserts a task completion notification to the email template.

 

The data fields defined in this snippet are populated from the data in the system once the email is generated.

 

Developed by CAMMS. Refer table below for additional information.
Dear [STAFF_TO],
IPM Task Complete
Project: [PROJECT_NAME]
Task: [TASK_NAME]
Is [STATUS].

Regards,
[STAFF_FROM]
 

Task Update

This inserts a task update notification to the email template.

 

Data fields used in this snippet collect the data from the system and generates an automated email.

 

Predefined by CAMMS. Refer table below for additional information.
Dear [STAFF_TO],
This Email message is a IPM Task update notification.
Task details are as follows:
Project: [PROJECT_NAME]
Task: [TASK_NAME]
Percentage Complete: [STATUS]%


Best Regards,
IPM Administrator		  



Note: Please do not reply to this message as this is an auto generated email.
 

Task Reminder

Inserts a task reminder notification to the email template.

 

Predefined by CAMMS. Refer table below for additional information.
Dear [STAFF_TO],
This Email message is a IPM Task updation reminder.
Task details are as follows:
Project: [PROJECT_NAME]
Task: [TASK_NAME]
Percentage Complete: [STATUS]%


Best Regards,
IPM Administrator		  



Note: Please do not reply to this message as this is an auto generated email.
 

Project Update

Inserts a project update notification to the email template.

 

Predefined by CAMMS. Refer table below for additional information.
Dear IPM User(s),
This Email message is an IPM Project update notification.
Project details are as follows:
Project: [PROJECT_NAME]
Project Start Date: [PROJECT_START_DATE]
Project End Date: [PROJECT_END_DATE]
Project Revised Start Date: [PROJECT_REVISED_START_DATE]
Project Revised End Date: [PROJECT_REVISED_END_DATE]
Project Completion Date: [PROJECT_COMPLETION_DATE]
Project Status: [PROJECT_STATUS]
Project Percentage Completed: [PROJECT_PERCENT_COMPLETE]
Project Progress Comment: [PROJECT_PROGRESS_COMMENT]
Project Capital Amendment: [PROJECT_CAPITAL_AMENDMENT]
Programme Summary: [PROJECT_PROGRAMME_SUMMARY]
Exception: [PROJECT_EXCEPTION_FIELD]
Current color of Baseline Comparison: [PROJECT_BASELINE_COMPARISON_RAG_CURRENT_COLOR_TITLE]
Previous color of Baseline Comparison: [PROJECT_BASELINE_COMPARISON_RAG_PREVIOUS_COLOR_TITLE]
 


Best Regards,
IPM Administrator



Note: Please do not reply to this message as this is an auto generated email.
 

Project Name

Inserts a PROJECT_NAME data field to the email template.

 

Refer table below for additional information.

NA

Task Name

Inserts a TASK_NAME data field to the email template.

 

Refer table below for additional information.

NA

Staff To

Inserts a STAFF_TO data field to the email template.

 

Refer table below for additional information.

NA

Staff From

Inserts a STAFF_FROM data field to the email template.

 

Refer table below for additional information.

NA

Status

Inserts a STATUS data field to the email template.

 

Refer table below for additional information.

NA

Start Date

Inserts a PROJECT_START_DATE data field to the email template.

 

Refer table below for additional information.

NA

End Date

Inserts a PROJECT_END_DATE data field to the email template.

 

Refer table below for additional information.

NA

Revised Start Date

Inserts a PROJECT_REVISED_START_DATE data field to the email template.

 

Refer table below for additional information.

NA

Revised End Date

Inserts a PROJECT_REVISED_END_DATE data field to the email template.

 

Refer table below for additional information.

NA

Completion Date

Inserts a PROJECT_COMPLETION_DATE data field to the email template.

 

Refer table below for additional information.

NA

Percent Complete

Inserts a PROJECT_STATUS data field to the email template.

NA

Progress Comment

Inserts a PROJECT_PROGRESS_COMMENT data field to the email template.

 

Refer table below for additional information.

NA

Capital Amendment

Inserts a PROJECT_CAPITAL_AMENDMENT data field to the email template.

 

Refer table below for additional information.

NA

Programme Summary

Inserts a PROJECT_PROGRAMME_SUMMARY data field to the email template.

 

Refer table below for additional information.

NA

Exception Field

Inserts a PROJECT_EXCEPTION_FIELD data field to the email template.

 

Refer table below for additional information.

NA

Baseline Comparison RAG Current Color

Inserts a PROJECT_BASELINE_COMPARISON_RAG_CURRENT_COLOR_TITLE data field to the email template.

 

Refer table below for additional information.

NA

Baseline Comparison RAG Previous Color

Inserts a PROJECT_BASELINE_COMPARISON_RAG_PREVIOUS_COLOR_TITLE data field to the email template.

Refer table below for additional information.

NA

Command Accept

Inserts a link to accept the sign off request to the email template.

NA

Command Reject

Inserts a link to reject the sign off request to the email template.

NA

Command Deferred

Inserts a link to differ the sign off request to the email template.

NA

Sign-off link

Inserts a link to navigate the user directly to the current Sign Off phase.

NA

Fields in Email Snippets

The table below lists the fields that captures data from the system and display in the email.

Data Field

Description

STAFF_TO

This field is populated by the name of the receiver of the email.

PROJECT_NAME

Defines the title of the project.

TASK_NAME

Defines the title of the task.

STAFF_FROM

Defines the sender of the email.

STATUS

Defines the status of the task. This displays the value of percentage complete.

PROJECT_START_DATE

Defines the start date of the project.

PROJECT_END_DATE

Defines the end date of the project.

PROJECT_REVISED_START_DATE

Defines the revised start date of the project.

PROJECT_REVISED_END_DATE

Defines the revised end date of the project.

PROJECT_COMPLETION_DATE

Defines the project completion date.

PROJECT_STATUS

Defines the status of the project.

PROJECT_PERCENT_COMPLETE

Defines the percentage complete of the project.

PROJECT_PROGRESS_COMMENT

Displays the project progress comment.

PROJECT_CAPITAL_AMENDMENT

Displays the amendments to the project capital.

PROJECT_PROGRAMME_SUMMARY

Displays the project programme summary.

PROJECT_EXCEPTION_FIELD

Displays the project exception selection.

PROJECT_BASELINE_COMPARISON_RAG_CURRENT_COLOR_TITLE

Displays the name of the current colour in baseline comparison.

PROJECT_BASELINE_COMPARISON_RAG_PREVIOUS_COLOR_TITLE

Displays the name of the previous colour in baseline comparison.

SIGNOFF_LINK

Displays a link that would take the user to the relevant signoff object in the corresponding project.

 

STEP 5: Use 'Edit' to modify an existing email template as required.

STEP 6: Once the email template is set up, click 'Update' to save it in the system.

STEP 7: Use 'Delete' to remove an email template.

  • 'Sign off Request' & 'Sign Off Complete' email types are created in order to  be assigned for sign off objects across a workflow. 'Generic' type emails are created for the purpose of sending out a notification at any point of the workflow.

  • Both the Email Type and the snippets selected within the email body needs either 'Sign off Request' or 'Sign off Response' (Sign Off Complete) to generate Sign off emails. 

 

 

 

 

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Last revised: July 26, 2017