Extensibility

Create New Email Template

107 views 12 February, 2019 12 July, 2019 Valuekeep 0

To create a new email template, follow these steps:

  1. Access All Tasks Menu | Cooperative Operations | Notifications | Email Templates;
  2. Open the list and press the "Create new record" button (at the top of the email templates list);
  3. Enter the Template key, Subject, Culture, Type, Template and any desired Attachments;
  4. Press the Create button.

Create an Email Template with tags to use for Work Order Assignment notifications

Notifications setup in the Work Order Assignment field of the Notifications section in the employee file allow you to use tags. This way, when notifications are sent, these tags are replaced by their corresponding values, entered during the Work Order Assignment. The following table contains a list of available tags.

Tag Value
$$WORKORDER$$ The Work Order's key
$$WODESCRIPTION$$ The Work Order's description
$$TASK$$ The Task's key
$$TASKDESCRIPTION$$ The Task's description
$$ASSIGNER$$ The person who assigns the Work Order
$$ASSIGNEDTO$$ The person who is assigned the Work Order
$$DURATION$$ The duration
$$EXPECTEDDATE$$ The expected date
$$MAINTENANCEPLAN$$ Maintenance Plan
$$MPDESCRIPTION$$ The Maintenance Plan's description
$$WORKCENTER$$ Work Center
$$WCDESCRIPTION$$ The Work Center's description
$$SPECIALTY$$ The specialty
$$SPECIALTYDESCRIPTION$$ The specialty's description

Example: Original Dear $$ASSIGNEDTO$$, Task $$TASK$$ $$TASKDESCRIPTION$$ from Work Order $$WORKORDER$$$$WODESCRIPTION$$ was assigned to you by $$ASSIGNER$$. This task has an expected duration of $$DURATION$$ and the expected completion date is $$EXPECTEDDATE$$. Result Dear John, TaskT-000002Verify from Work Order WO0012TV in the reception not working was Assigned to you by Richard Taylor. This task has an expected duration of 5 Hours and the expected completion date is 12/4/2017 12:00:00.

Create an Email Template with tags to use for Preventive Maintenance Event notifications

Notifications setup in the Notification field of the maintenance plan allow you to use tags. This way, when notifications are sent, these tags are replaced by their corresponding values from the preventive maintenance event. The following table contains a list of available tags.

Tag Value
%%Event.Event%% Preventive Maintenance Event
%%Event.ExpectedDate%% Expected Date
%%Event.PreventiveMaintenance%% Preventive Maintenance (key and description)
%%Event.MaintenancePlan%% Maintenance Plan
%%Event.WorkOrder%% Work Order
%%Event.WorkCenter%% Preventive Maintenance Work Center
%%Event.Supplier%% Supplier
 %%Event.Type%% WO Type
%%Event.Priority%% Priority Level
%%Event.Object%% Location, Asset or Preventive Maintenance Route.

Example: Original Dear %%User.Name%%, Event %%Event.Event%% from preventive maintenance %%Event.PreventiveMaintenance%% is due on %%Event.ExpectedDate%%. The preventive maintenance event applies to %%Event.Object%%.   Result Dear John, Event 1 from preventive maintenance PM-00001.1 – Verify Filters is due on 22/08/2017 10:00 +00:00. The preventive maintenance event applies to AC0001– Air Conditioning.

Create an Email Template with tags to use for Failure notifications

When notifications are sent, if you create or change the state, these tags are replaced by their corresponding values from the failure. The following table contains a list of available tags.

Tag Value
%%Failure.Failure%% Failure (key and description)
%%Failure.Date%% Date
%%Failure.Asset%% Asset (key and description)

  Example: Original Dear %%User.Name%%, Failure %%Failure.Failure%% was created on %%Failure.Date%%. This applies to %%Failure.Asset%%.   Result Dear John, Failure F0001 – Clogged Filters was created on 22/08/2017 10:00 +00:00. This applies to AC0001 – Auditorium Air Conditioning.

Create an Email Template with tags to use for Issue notifications

When notifications are sent, if you create or change the state, these tags are replaced by their corresponding values from the issue. The following table contains a list of available tags.

Tag Value
%%Issue.Issue%% Issue (key and description)
%%Issue.Date%% Date
%%Issue.Object%% Asset/Location/Route (key and description)
%%Issue.IssueType%% Issue Type
%%Issue.PriorityLevel%% Priority Level (Requester)
%%Issue.IssueReason%% Issue Reason
%%Issue.Customer%% Customer
%%Issue.State%% State
%%Issue.Requester%% Requester
%%Issue.Remarks%% Remarks

  Example: Original Dear %%User.Name%%, Issue %%Issue.Issue%% was created on %%Issue.Date%%. This applies to %%Issue.Object%%.   Result Dear John, Issue I0001 – AC does not work was created on 22/08/2017 10:00 +00:00. This applies to AC0001 – Auditorium Air Conditioning.  

Create an Email Template with tags to use for Preventive Maintenance notifications

When notifications are sent, if you create or change the state, these tags are replaced by their corresponding values from the preventive maintenance. The following table contains a list of available tags.

Tag Value
%%PreventiveMaintenance.PreventiveMaintenance%% Preventive Maintenance (key and description)
%%PreventiveMaintenance.Object%% Asset/Location/Route (key and description)

  Example: Original Dear %%User.Name%%, Preventive Maintenance %%PreventiveMaintenance.PreventiveMaintenance%% was created. This applies to %%PreventiveMaintenance.Object%%.   Result Dear John, Preventive Maintenance PM0001.1 – Weekly Cleaning was created. This applies to AC0001 – Auditorium Air Conditioning.  

Create an Email Template with tags to use for Work Order notifications

When notifications are sent, if you create or change the state, these tags are replaced by their corresponding values from the work order. The following table contains a list of available tags.

Tag Value
%%WorkOrder.WorkOrder%% Work Order (key and description)
%%WorkOrder.Date%% Date
%%WorkOrder.Object%% Asset/Location/Route (key and description)
%%WorkOrder.WorkCenter%% Work Center
%%WorkOrder.Supplier%% Supplier
%%WorkOrder.Type%% WO Type
%%WorkOrder.Issue%% Issue associated with the WO
%%WorkOrder.Failure%% Failure associated with the WO
%%WorkOrder.PriorityLevel%% Priority Level
%%WorkOrder.State%% State
%%WorkOrder.Remarks%% Remarks

  Example: Original Dear %%User.Name%%, WO %%WorkOrder.WorkOrder%% was created on %%WorkOrder.Date%%. This applies to %%WorkOrder.Object%%.   Result Dear John, WO OT0001 – AC does not work was created on 22/08/2017 10:00 +00:00. This applies to AC0001 – Auditorium Air Conditioning.

Create an Email Template with tags to use for Supplier Contract notifications

When the notifications configured in the supplier contract are sent, these tags are replaced by their corresponding values from the contract. The following table contains a list of available tags.

Tag Value
%%SupplierContract.SupplierContract%% Contract (key and description)
%%SupplierContract.Supplier%% Supplier
%%SupplierContract.CessationNotice%% Cessation Notice Date
%%SupplierContract.Cessation%% Cessation Date
%%SupplierContract.Expiration%% Expiration Date

  Example: Original Dear %%User.Name%%, Contract %%SupplierContract.SupplierContract%% for supplier %%SupplierContract.Supplier%% is under cessation notice since %%SupplierContract.CessationNotice%%.   Result Dear John, Contract CF001 for supplier Tysco is under cessation notice since 2019-06-17.  

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