{"id":682,"date":"2019-03-06T18:00:29","date_gmt":"2019-03-06T18:00:29","guid":{"rendered":"https:\/\/builder-help.gjgardner.com\/?page_id=682"},"modified":"2021-11-06T16:08:58","modified_gmt":"2021-11-06T16:08:58","slug":"email-templates-setup","status":"publish","type":"ht_kb","link":"http:\/\/help.gjgardner.com\/nz\/hc\/setup\/templates\/email-templates\/email-templates-setup\/","title":{"rendered":"Email Templates"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">You can manage email templates within the system. These email templates fall into two categories, as follows:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><span style=\"font-weight: 400;\">System Emails<\/span><\/li><li><span style=\"font-weight: 400;\">Custom Emails<\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">The Templates section consists of two tabs: <\/span><b>System Emails <\/b><span style=\"font-weight: 400;\">and <\/span><b>Custom Emails<\/b><span style=\"font-weight: 400;\">. A similar approach is applied to manage System Emails and Custom Emails. The main difference is that you cannot create new System Emails and you can edit only the pre-defined variants.<\/span><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"554\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-1024x554.png\" alt=\"\" class=\"wp-image-7235\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-1024x554.png 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-300x162.png 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-768x416.png 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-50x27.png 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-1536x832.png 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-2048x1109.png 2048w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-16x9.png 16w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-60x32.png 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/add-custom-email-100x54.png 100w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">System Emails<\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">System templates are pre-defined emails sent by the system upon the occurrence of job-specific events.<\/span> These templates may be modified, but they cannot be deleted.<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>JobOrder<\/strong>:  Sent to Suppliers to verify if they will be able to supply goods\/services according to the attached Job Order. This email template is used during the execution of the Bulk Update \/ Recalculate task that relates to the Job Producing or Sending Variation documents.<\/li><li><strong>JobProgress<\/strong>: Sent to the subcontractor\/supplier with the Job Progress report. This email template is used during the execution of the Bulk Update \/ Recalculate task that relates to the Job Progress Reports Delivery.<\/li><li><strong>SupervisorsScheduleUpdates<\/strong>: Sent to the subcontractor\/supplier with the Supervisor\u2019s Schedule updates. This email template is used during the execution of the Bulk Update \/ Recalculate task that relates to the Supervisor&#8217;s Schedule Reports Delivery.<\/li><li><strong>VendorReport<\/strong>: Sent to the subcontractor\/supplier with the Vendor report. This email template is used during the execution of the Bulk Update \/ Recalculate task that relates to the Vendor Reports Delivering.<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>CustomerInvitationFromAnotherOffice<\/strong>: This email is sent to the Customer after an invitation to the Customer Portal from the contact profile.<\/li><li><strong>SupplierInvitationFromAnotherOffice<\/strong>: This email template is sent to the Supplier after an invitation to the Supplier Portal from the contact profile.<\/li><li><strong>SchTaskUpdates<\/strong>: Sent to the supplier in case of date changes in the contract term. This email template is used during the execution of the Bulk Update \/ Recalculate task that relates to the Send Purchase Order update to Supplier.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Custom Emails<\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Custom emails may be used when sending one-off emails to contacts or sent automatically using <a href=\"https:\/\/help.gjgardner.com\/us\/hc\/setup\/setup-milestone-events-list\/\" data-type=\"ht_kb\" data-id=\"690\">Milestone Events<\/a>.<\/span> You can create custom emails for any purpose that can be used for both internal and external communication.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Create\/Edit Email Templates<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\"><li><span style=\"font-weight: 400;\">Navigate to <\/span><b>Setup<\/b> &gt; <strong>Manage Email Templates<\/strong> &gt; <strong>Custom Emails tab<\/strong>.<\/li><li><span style=\"font-weight: 400;\">Click the <\/span><b>Add <img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"20\" class=\"size-full wp-image-910 alignnone\" src=\"\/wp-content\/uploads\/2019\/03\/add-task-icon.png\" alt=\"\"><\/b> <span style=\"font-weight: 400;\"> icon.<\/span><\/li><\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"554\" src=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-1024x554.png\" alt=\"\" class=\"wp-image-7231\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-1024x554.png 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-300x162.png 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-768x416.png 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-50x27.png 50w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-1536x832.png 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-2048x1109.png 2048w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-16x9.png 16w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-60x32.png 60w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2021\/04\/edit-custom-email-100x54.png 100w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Here you can give the template a name and description. This is how it will be displayed in the list of templates. It is best practice to adopt a common naming convention to keep custom emails organised. Keep in mind that other staff members in the office will be able to see and use the templates you create.<\/p>\n\n\n\n<p>To edit an existing email just click on it from the list of templates. After all edits have been made click <strong>Process<\/strong>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Delete <\/strong>Email Templates<\/h2>\n\n\n\n<p>System email templates cannot be deleted. Only custom email templates can be deleted. <span style=\"font-weight: 400;\">Email templates should be deleted when <\/span>they are outdated, no longer used, or if they were created by mistake. To delete a custom email template:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Navigate to <strong>Setup<\/strong> &gt; <strong>Manage Email Templates<\/strong> &gt; <strong>Custom Emails tab<\/strong>.<\/li><li>Hover over a Custom Email you want to delete and click the <b>Delete <img loading=\"lazy\" decoding=\"async\" width=\"12\" height=\"16\" class=\"size-full wp-image-206 alignnone\" src=\"\/wp-content\/uploads\/2019\/02\/delete-icon.png\" alt=\"\"> icon.<\/b><\/li><li><span style=\"font-weight: 400;\">Confirm the removal of the email template.<\/span><\/li><\/ol>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">You cannot delete Custom Email Templates that were created at the Corporate or Master level. You can only delete templates created by users in your office.<\/p>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-danger\">You may not be able to delete the custom email template that is already being used in Milestone Events in Franchise Offices within the Corporate Zone.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Corporate &amp; Master Templates<\/h2>\n\n\n\n<p>Email templates created at the Corporate or Master level will be displayed in the list of templates for each office in a region or respective Master Zone. These templates can be modified, but they cannot be deleted.<\/p>\n\n\n\n<p>For example, if a custom email template is created by Corporate, it will be available in all Master Zones and offices and cannot be deleted. If a template is added just to a Master Zone, it will be available for all offices in that Master Zone. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Overwriting Email Templates <\/h3>\n\n\n\n<p>If an email template has been created by Corporate or a Master and changes are made to that template, they can manually overwrite the template in each office. Even if the template was previously modified.<\/p>\n\n\n\n<p>To overwrite the job letter email template:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Log in as Corporate or Master User.<\/li><li>Navigate to <strong>Setup <\/strong>&gt; <strong>Manage Email Templates<\/strong>.<\/li><li>Select the email template you want to overwrite and make the required changes. <\/li><li>Click the&nbsp;<strong>Overwrite<\/strong>&nbsp;<img loading=\"lazy\" decoding=\"async\" width=\"47\" height=\"33\" src=\"https:\/\/builder-help.gjgardner.com\/wp-content\/uploads\/2019\/05\/overwrite-button.png\" alt=\"\">&nbsp;button in the top part of the page.<\/li><li>The email template will be overwritten in all Master Zones and in all Franchise Offices within the Corporate Zone.<\/li><li>To save modifications to the email template, click&nbsp;<strong>Process<\/strong>.<\/li><\/ol>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon\">When you overwrite an email template, a ToDo notification is sent to all users who have the <em>Job Email Template is Overwritten<\/em> ToDo permission enabled for their role.<\/p>","protected":false},"excerpt":{"rendered":"<p>You can manage email templates within the system. These email templates fall into two categories, as follows: System Emails Custom Emails The Templates section consists of two tabs: System Emails and Custom Emails. A similar approach is applied to manage System Emails and Custom Emails. The main difference is that&#8230;<\/p>","protected":false},"author":21,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[217],"ht-kb-tag":[150,101],"class_list":["post-682","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-email-templates","ht_kb_tag-email-templates","ht_kb_tag-milestone"],"_links":{"self":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb\/682"}],"collection":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/comments?post=682"}],"version-history":[{"count":9,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb\/682\/revisions"}],"predecessor-version":[{"id":8653,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb\/682\/revisions\/8653"}],"wp:attachment":[{"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/media?parent=682"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb-category?post=682"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.gjgardner.com\/nz\/wp-json\/wp\/v2\/ht-kb-tag?post=682"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}