Overview
This KB reviews configuring email templates specifically for Students.
After the email templates are configured, your students and stakeholders will receive custom communications created by the ISSS office at critical points in the student process, tailored with personal information similar to a mail merge.
Quick Guide
- Go to Process > Notifications
- Click the pencil icon of the email template you would like to update
- Scroll down to see text field and WYSIWYG editor
- Update message and click update
Accessing Email Templates
Access and configure email templates via Process > Notifications. Below is a list of all email notification templates. Note: It is recommended that you review the following templates marked with * to determine your business process and need to edit:
- Admin Appointment Reminder: Sent to admin after scheduling an appointment with a staff member with details of the scheduled appointment.
- Advisor Initiated Student Request: Used to notify the student that an advisor has created a new request on behalf of the student.
- Advisor Request Assignment: Used to notify the advisor when a request has been assigned to their My Request queue for processing.
- Advisor Updated Student Request: Used to send student once an advisor has made an update to a student-initiated request.
- Degree Seeking Welcome: Sent to the configured email address when a new degree-seeking student profile is created in the account.
- Exchange status notification: Sent to the applicant when an administrator changes their application's exchange status.
- I-20 Shipment: Email sent to students once shipping information has been entered after downloading from SEVIS.
- I-20 has been created: Email sent to students once the I-20 has been downloaded from SEVIS.
- New Department Admin Account Creation Email*: Sent to the configured email address when a new department admin profile is created in the account.
- Non-Degree Scholar Welcome: Sent to the configured email address when a new non-degree seeking student profile is created in the account.
- Un-received Questionnaire*: Sent to a student when an admin un-receives a questionnaire in the application
Updating Email Templates
To update the email templates, select the message by clicking the pencil to the right.
In the lower Edit Email Template box, enter the automated message specific to your workflow. In the image below, Scholar: By name refers to the departmental user. All other placeholders are self-explanatory.
The WYSIWYG editor allows you to edit the content of the email. Any required data elements will be highlighted in light blue if they appear in the email and are coded correctly in the source code page (accessed by clicking the “Source” button). Any additional data element fields you would like to add can be added through the “Mail Merge” button. Optional elements added in this way will be highlighted in yellow when entered correctly.
See the Customizable Email Templates KB for a general explanation of how to customize email templates in Terra Dotta.