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Email Reminder Templates

JustWare includes the ability to create templates for the emails reminding event-involved people of an event. These reminder emails are sent to the event-involved person a specific amount of time prior to the event (specified when the person was involved in the event). Email reminder templates specify case or event information that should be inserted in the reminder email and where this information should appear. An email reminder template can be set up for a specific case involvement type, case type, event type, or a combination of all three. If there is no template that meets the criteria for a specific event, a generic default email reminder template is used.

In addition to specifying an email template for email reminders, the Email Reminder Templates tool is used to create email templates for correspondence types with a master code of "Email." When the user creates an email correspondence and involves people with existing email addresses in JustWare, the email template is launched in the user's specified email client.

Note: If the default email client is used, only the subject line of an email template is used and no information is inserted into the body of the email.

Finding the Email Reminder Template Tool

  1. Open the Admin landing page.
  2. Navigate to Events > Reminders. Any existing email reminder templates are listed in the Email Reminder Template snap-in.

Using the Help Snap-ins

The Email Reminder Help snap-in and the Email Correspondence Help snap-in each provide a helpful list of database fields that can be used in an email reminder template. While these two snap-ins share some of the same database fields, there are a number of differences.

Creating an Email Reminder Template

  1. Add a new record.

  2. With the new record or the record you want to edit in focus, click the Current Record/Grid View button , or click Ctrl+G to change to Current Record View. The email template appears.

  3. Select the following case and event criteria that must be met in order to use this email reminder template for events:

    • Case Involvement Type: Select the case involvement type (if any) of the event-involved people you want to receive this specific email reminder template for the event.
    • Case Type: Select the case type (if any) of the cases for which you want this specific email reminder template to be sent.

    • Event Type: Select the event type (if any) for which you want this specific email reminder template to be sent.

      Tip: If a correspondence email type is selected, this email template is used when JustWare launches an email correspondence in the user's specified email client.

    Note: These fields are not required. If, for example, you do not select a case type for this email reminder template, it will be sent for events on all cases of all case types (provided they meet the case involvement type and event type criteria).

  4. Specify the following CC information, if desired:

    • Default CC Address: Type the CC address you want to receive all email reminders sent using this specific template.
    • CC Creator of Event: Select this check box if you want the creator of the event to always receive email reminders sent using this specific template.

  5. Specify the Subject and Template (or email body) content. Use FillPoints to insert event-specific information. For more information on the available database fields, see Using the Help Snap-ins. Also see the information on email reminder template FillPoints.

    Tip: The following additional fields appear in Grid View: - Created By: JustWare automatically records the name of the person who created the email reminder template when the session is saved. - Created On: JustWare automatically records the date the email reminder template was created when the session is saved. - Modified By: JustWare automatically records the name of the person who modified the email reminder template when the session is saved. - Modified On: JustWare automatically records the date the email reminder template was modified when the session is saved. 6. Save the Session. (Click Save button or Ctrl+S)