Email Templates and Merge Fields

Modified on Fri, 13 Feb at 12:45 AM

TABLE OF CONTENTS

Mail Merge Fields
Email Templates
Email Templates and Mail Merge Context.

Email templates are useful for emails which are sent frequently or need specific formatting, information or phrasing.

Mail Merge Fields can be used to automatically fill in personalized data such as name, address, dates, student, staff or community data.

You can use mail merge fields to personalize an individual or group email eg, if you are sending a group email to parents whose students have unexplained absences, the email appears as addressed to each parent individually, and refers to their son or daughter by name.

You can send a bulk email to all staff or a group of community members using a template and merge fields to address them by title, first name, last name

A template can also contain a school logo or signiature

Mail Merge Fields

Adding a mail merge field to an email or SMS

To add a merge field to an email or SMS when in Compose Email Mode:

Place the cursor in the position you want the merge field to appear.
Select from the MailMerge drop down box the merge field you want to display.

Email Templates

Creating a Template

Select System Configuration -> Email Templates

You can define the default email classification code and the email body content

Column	Description
Name	Name of the email/SMS template
Description	Description of the email/SMS template
Classification	Default classification code of the email template
Subject	Subject line for the message template (Subject line can be modified)
Merge Mail Context	The maintenance area the template can apply to. Refer below table for more details
Insert Merge Field	When creating the template, select the required merge field

Email Templates and Mail Merge Context.

Some Email templates are only applicable to the relevant maintenance area.

When selecting a template for a particular maintenance area, only use templates without the (NA) suffix as there is a risk of sending missing mail merge data.

This example email originates in Student Profile. All possible templates are selectable however only the template containing Student mail merge fields should be used.

This table defines how Mail Merge context relates to email template usage in each area.

Mail Merge Context	Description and Template Usage	Other information
Student Maintenance	Used for Sending emails to students via Current Student profile Classes -> Email/SMS Students Quick Access Panel -> Email/SMS Student	Unique mail merge fields include current student information such as student campus, year level, house ... etc
Staff Maintenance	Used for Sending emails to Staff members via Staff Profile	Unique mail merge fields include staff information such as staff code, staff campus, staff year level...etc
Future Student maintenance	Used for Sending emails to students via Future student profile	Unique mail merge fields include future student information such as application and enrol year fields
Past Student Maintenance	Used for Sending emails to students via Past student profile	Unique mail merge fields include past student information such as peer year
Community Maintenance	Used for Sending emails to Community members via Community Profile	Unique mail merge fields include spouse information
Student Contacts Maintenance	Used for Sending emails to students and Parents(Contacts) via Current Student profile Classes -> Email/SMS Contacts only Classes -> Email/SMS All students and contacts Quick Access Panel -> Email/SMS Contacts	Can address both the student and the student contact Unique mail merge fields include current student information such as student campus, year level, house ... etc Student - use Student Preferred Name Contact - use Contact Preferred Name
Future Student Contacts Maintenance	Used for Sending emails to students and Parents(Contacts) via Future student profile	Can address both the Future student and the Future contact Unique mail merge fields include future student information such as application and enrol year fields Future Student - use Student Preferred Name Future contact - use Contact Preferred Name
Past Student Contacts Maintenance	Used for Sending emails to students and Parents(Contacts) via Past student profile	Can address both the Past student and the Past contact Unique mail merge fields include past student information such as peer year Past Student - use Student Preferred Name Past contact - use Contact Preferred Name
Debtor Contact Maintenance	Used for Sending emails/SMS's to Debtor accounts Debtor Statements -> Select Debtor Account ->Email Invoices and credits -> select invoice -> Email	Unique mail merge fields include Account Name, Balance, Overdue amounts, Statement and Payment Plan details.