Overview

This KB reviews ISSS Student's Email Communications, the process of creating and editing Email Templates, and the process of creating and editing Automated Emails.

• Navigating to the Email Communications
• Creating an Email Template
  • Step 1: Navigate to Email Templates and Click the Plus button
  • Step 2: Give the Email Template a Title, Description, and Template Group
  • Step 3: Write the Email's Content
• Editing an Email Template
• Creating and Editing Automated Emails
• Automatic ISSS Admin Email Assignments

Navigating to the Email Communications

To move to the Email Templates, the ISSS Admin will go to Configuration > Email Communications.

The ISSS Admin will land on a dashboard displaying two tabs: Email Templates and Automated Emails. The Email Templates list can be sorted by Name, Template Group, or Visa Type. Above the list of emails is a search field to make finding an email template easier.  The Automated Emails list can be sorted by Name, Description, and Automation.  A search field is also present on this page to search for a specific automated email by name.

Creating an Email Template

Step 1: Navigate to Email Templates and Click the Plus button

To create a new email template, click on the plus button located in the lower right corner of the screen. A menu will display allowing the ISSS Admin to select whether this email will be for F-1 students, J-1 students, both, or none. Once selected who these templates apply to, a new modal will open up where the ISSS Admin can configure the email. 

Step 2: Give the Email Template a Title, Description, and Template Group

Begin by giving the email template a title, a description, and selecting with template group this email template will belong to. Note: the email template description is what will appear in the subject line of the email for custom emails.

The following templates groups are:

• Batch Automation: for emails pertaining to the automation of batches
• I20 Shipment: used for emails sent to students about their I-20 shipments
• OPT Request: for emails revolving around the OPT requests and OPT management
• Pre Arrival: any email sent to students while they are in the Pre-Arrival stage
• ReqReject: for emails that are denied or need further clarification 
• Request: used for emails pertaining to requests and request management
• SIS Change: emails that involve any SIS changes
• Validate: used for email with SEVIS validation
• Welcome: emails sent to invited stage F-1 students and portal invites
• Welcome EV: emails sent to invited stage J-1 students and portal invites

Step 3: Write the Email's Content

The next section will contain the email template content. A WYSIWYG editor has been included and the email can be formatted with content merge. Complete the formatting of the body of the email.

Scrolling down further in the modal window, the ISSS Admin will also have the option to preview the email before saving. Click the 'refresh preview' button to view the preview after any edits have been made. 

Once the email template has been set up, click the save button in the lower right-hand corner. The modal window will close and the email template will appear in the list of email templates.

Editing an Email Template

To edit an email template, click on the name of the email template that needs editing. The modal window that was seen when creating the email template will appear and from here the ISSS Admin can edit and preview any changes. 

Creating and Editing Automated Emails

The Automated Email functionality allows ISSS Admins to create and configure automated email templates to be sent to students based on a scheduled time frame either prior to or after students' Program Start Date or Program End Date.

Upon navigating to the Automated Email tab, the list of existing automated emails will appear.  The Automated Emails list can be sorted by Name, Description, and Automation.  A search field is also present on this page to search for a specific automated email by name.  ISSS Admins can also choose to view Active or Archived emails via the Status dropdown.

To create a new automated email, click the plus button located in the lower right corner of the screen. A list containing Program Start Date and Program End Date will appear.  Select the date component desired for use in building the email.

After selecting Program Start Date or Program End Date, ISSS Admins will land on the Automated Email Configuration screen and can begin composing the email.  An "Active" toggle is in the top right corner of the Configuration screen.  The toggle must be set to "Active" in order for the automated email to run as scheduled.  If not set to "Active," the email will not be sent and will appear under the Archived list until set to Active again.

When creating an automated email, the following fields can be configured (required fields denoted with an asterisk):

• Automated email name*: desired name of automated email.
• Automated email description: description of the content/purpose of the email.
• Visa Type*: select student visa type(s) that should receive email.
• SEVIS Status: select SEVIS status(es) of students who should receive email.
• Campus: select campus(es) at which students should receive email.
• Education Level: select education level(s) of students who should receive email.
• Automated Schedule Range*: number of days/months prior to or after Program Start/End Date that email will be sent.
• Time Unit: select days or months.
• Condition: select "prior" or "after."
• Email Template: if desired, the content of an existing email template can be used.  To use an existing email template, select the name of the desired template from the dropdown menu.
• From: email address from which automated email will be sent.
• Email Subject: content that will appear in subject line of email.
• WYSIWYG: functions the same as the WYSIWYG editor in Email Templates.  Desired text can be entered in text box and Content Merge Fields can be used where desired. 

A "Preview" button under the WYSIWYG editor allows ISSS Admin to view the automated email.  Once email has been configured as desired, click the Save button in the bottom right corner.  The new email will now appear under the Active List on the Automated Emails page and will be sent to students that meet the conditions configured in the email on the scheduled day/month.

To edit existing automated email templates, simply click on the name of the template and update the conditions and content as required. 

Automatic ISSS Admin Email Assignments

There is also the ability to opt in/out of the automatic emails ISSS Admin receive in ISSS student. When the ISSS Admin is in the Email communications tab, there is the third heading called Email Assignments. Here there is a list of the ISSS Admins and the emails they are receiving. These emails will have the title there are named on the template used and are usually linked to request assignments. 

The ISSS Admin will receive these emails by default unless they navigate to this tab, locate their name and click the pencil to see the toggle. Once the ISSS Admin clicks on the pencil they will be able to edit which emails they would like to continue to receive.

By selecting yes, the admin will continue to get those emails but if they select no, they will no longer be sent that email. This can be used for admins who might want to temporarily not receive emails because they are on vacation, or admins who would rather never receive an email and check the request list for their workload.