Setting up Email Templates
Updated over 7 months ago1. Email Template List
To view the Email Template List select the Admin tab from the drop-down menu and select Email Templates
This will take you to all of the Templates
2. Adding a New Template
From the Email Template List you can:
Add a new Template by clicking Add
Edit an existing Template by clicking the Template Name
Copy an existing Template by clicking Copy to New
Delete a Template by clicking the Bin Icon
Add a new Template by clicking Add
Edit an existing Template by clicking the Template Name
Copy an existing Template by clicking Copy to New
Delete a Template by clicking the Bin Icon
When editing or adding a new template you can change the following:
Email Template Name - May be changed so you can identify the email template
Email Template Group - Determines which pages this template is available to be selected on
Subject - Update to reflect the Email subject
From - Update to reflect a standard “reply” email address from the recipient
CC - Insert the email address where a copy of the email is sent.
Note: Login details may be present in some emails.
Bcc - Insert the email address where a blind copy of the email is sent. Can be used as an Audit Trail by sending to an “admin” type address.
Message - Update to suit your company requirements.
3. Replacement Text
Text within the email surrounded by “$” symbols is automatically replaced
Replacement text for Site Induction, Pre-Start Check List, WHS Compliance (email BODY)
$SiteName$ - Name of the Project/Work site
$SiteLocation$ - Location of the work site
$FirstName$ - The first name of the Recipient
$UserName$ - The SiteBook sign-in User Name for the Recipient
$SenderName$ - Senders Name (Your First name and Last Name)
$SenderCompanyName$ - Senders Company Name (Your Company Name)
$SiteManagerName$ - Site Manager Name (First name and Last name)
$SiteManagerEmail$ - Site Managers email address (from Personnel Record)
$SiteManagerPosition$ - Site Managers Position/title (from Personnel Record)
$SiteManagerPhone$ - Site Managers phone number (from Personnel Record)
$SiteManagerCompanyName$ - Site Managers Company Name
$SIT$ or $URL$ - The web page link (Universal Resource Locator) hidden in “This link” or “Click here” accessed by the edit link toolbar button. See SiteBook Editor User Guide.
$SITEPAGE$ - A link to the Site Page. Replaces with a Sign-In Token that is unique to each worker (as it may contain auto sign-in information based on users security settings.)
Replacement text for Site Induction, Pre-Start Check List, WHS Compliance (email SUBJECT)
$SiteName$ - Name of the Project/Work site
$SiteLocation$ - Location of the work site
Replacement text for Site Induction, Pre-Start Check List, WHS Compliance (email FROM)
$SiteManagerEmail$ - Site Managers email address (from Personnel Record)
Replacement Text For Tender Project Notifications
$TenderProjectName$ - The name of the Tender Project
$TenderProjectID$ - The web site link to the Tender Project (do not remove)
$TenderDueDate$ - The Tender Project due date
$NOTES$ - Notes entered next in the email section of the Tender Project.
$RESPONSE_YES$ - Use in the statement “I intend to submit a tender” or similar. When the user clicks on this link their response is recorded in the tender
$RESPONSE_NO$ - Use in the statement “I will not be submitting a tender” or similar. When the user clicks on this link their response is recorded in the tender
$RESPONSE_OPT_OUT$ - Use in the statement “Please remove me from the tender email list” or similar. When the user clicks on this link their response is recorded in the tender
$SIT$ - The “Sign-In-Token” containing a link to automatically sign the user in by-passing the security sign in screen and displaying the Tender Details Page.
Tip: If you change an email template, make sure send an email to yourself first to check the contents layout and links work as expected.
Replacement Text for Site Diary – Notify Workers
$SenderName$ - Senders Name (Your First name and Last Name)
$SenderCompanyName$ - Senders Company Name (Your Company Name)
$SitePage$ - A link to the Site Page. Replaces with a Sign-In Token that is unique to each worker (as it may contain auto sign-in information based on users security settings.)
Replacement Text for Site Induction & Subcontractor WHS Compliance Emails (Subject Line)
$SiteName$ - Name of the Work site
$SiteLocation$ - Location of the work site
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