Creating, Copying, and Editing Email Templates

Security Note: These Settings Require Administrative Access

To access the System Settings views, your 25Live user must be in the System Administrator (-1) security group. If you would like any of the described settings changed for your instance of 25Live, contact your 25Live administrator.

Event Save Email templates allow 25Live administrators to set up email content to send manually or send automatically using scenarios outlining the rules under which custom emails will be sent. 

How to Create Event Email Templates

1. Go to the System Settings View to Access Event Save Email

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live as an administrator or user with permissions to access System Settings (-1), open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view, then tap or click on Event Save Email to reveal the section.

Event Save Email linkImage: Tap or click on Event Save Email to access the scenario and template settings.

2. Access Template Creation

Use the Template Settings heading in the Event Save Email section and choose the Emails tab.

You can also access the button for creating new templates from within the views for creating or editing scenarios.

Template settings emails tabImage: Template Settings in the left-hand menu.

Create new email template button within the scenario editing pageImage: Template options within a scenario.

3. Choose to Create a new Template or Copy an Existing Template

add table and copy buttons on the template settings tableImage: Use the Add Template button or the associated Copy button to create a template.

If you'd like to use one of your existing templates as a base to create a new template, tap the Copy button associated with the template. The template information fields will populate for you to edit in your new copy. Otherwise, click the Add Template button to start from scratch.

4. Complete or Edit the Initial Name and Setting

Tip: Who is the Email Sender?

The user performing the action that sends an email using the current template will be listed as the sender of the email.

The initial field and setting help identify your email template for use.Image: The initial field and setting help identify your email template for use.

Add or edit a unique name into the Template Name field. The name is not displayed anywhere in the resulting email but is only used for internal identification, such as when referenced in scenarios.

The Manual Template field sets this template as one to be used when emailing event details or other, non-automated uses.

5. Add or Edit Email Recipient Fields

add custom from address button and email recipient fieldsImage: The first fields are similar to standard email fields. Use the Add Custom From Address to add a "From" field.

Your contact's email address will be used as the "From" address unless you customize it. If you'd like to update the From address, use the Add Custom From Address Button to populate the field.

Enter the desired values in each field. The fields correspond to standard email sending fields, and Template Variables (see reference) can be used. In addition, a number of special recipient shortcuts are available for use in the To (required), CC, and BCC fields. 

Shortcut

Recipient

object ownerObject owner
service providersAny user with approval workflow (notifications)
assignersAny user with assignment policy workflow
<event contact role name>The email address associated with the contact in this role, eg "scheduler" or "emergency contact"
<custom attribute name>The email address associated with the contact in this custom attribute (uncommon)

Tip: Separate Multiple Values with a Comma

Any multiple values, such as variables or email addresses (in the To, CC, or BCC fields) or reports values should be comma-separated.

No single or double quotes are needed.

6. Optionally Attach Reports

Report checkboxes, select reports button, and ical file toggleImage: The Report field in the Event Email Template.

The Report field features convenient checkboxes to choose between available report attachments as well as a button to select object-specific reports.

  • Confirmation: Attaches the default event confirmation report
  • Invoice: Check this box to attach the default invoice for the Event Type used

Toggle the iCal File button to Yes to attach an iCal file.

7. Add or Edit an Email Subject

The Subject field in the Event Email Template.Image: The Subject field in the Event Email Template.

You can freely type in the Subject field as well as use template variables to create a dynamic email subject.

Using Template Variables

Template variables are encoded values that will pull data dynamically into your resulting email, such as using the requestor's email in the To field, the scheduler's email in the CC field, and the event name in the subject.

View List of Template Variable Examples

8. Add or Edit Content for the Email Body

Template Variables can be used in the body of the email.Image: Template Variables can be used in the body of the email.

The body field accepts rich text editing and provides you with editing and styling controls. You can use Template Variables throughout the text in this field. Any styling, such as bold or italics, applied to the variable will be applied to the output value. See Using Template Variables above.

For example, if you want to confirm for the requestor that their event request was successfully sent, you could echo some of that information back to them:

  • Event Name: {{$pro.vars.eventName}}
  • Event Organization: {{$pro.vars.primaryOrganization.itemName}}
  • Event Start Date and Time: {{$pro.vars.dates.eventStartDate | short}}
  • Event End Date and Time: {{$pro.vars.dates.eventEndDate | short}}
  • Event Location: {{$pro.vars.locationsString}}

Variables with a "pre" prefix will display information from an event prior to edit (for example, information from the previous state of an event before saving it as cancelled).

Note: For Experts, Advanced Editing Is Also Available With Source Code and Code View

Template editing provides two advanced options:

When editing the template body, you can use the Tools menu to view the HTML Source Code.

If you wish to work in JavaScript using the Code View.

  • The Convert to Code View button e(revealed under the Advanced heading) will take any form input and convert it to JavaScript, overwriting any customized code already entered in code view.
  • Using the Switch to Code View button will open the Code View without overwriting any code already entered.
  • Two versions of any scenario or template can exist at any time, the Form View and the Code View. The system will use the version that was last saved.
  • If you wish to go back, a Back to Form View button will be available.

Code View is available for technical experts who know how to write code. Troubleshooting these customizations in this advanced mode is beyond the scope of our technical support.

9. Optionally Preview Your Template by Reference

The Preview option requires an Event Reference ID.Image: The Preview option requires an Event Reference ID.

25Live gives you the opportunity to preview your template using an internal Event Reference ID, which is in the format of:

 Four-digit year
Dash
Six uppercase letters
2022
-
AAGXQN

Example of an Event Save Email template preview.Image: Example of an Event Save Email template preview.

When you preview a template, 25Live displays the email preview without checking any event criteria.

10. Save the Template

Use the Save Template button to save your completed Event Save Email Template.

If you are creating a template from within creating or editing a scenario, saving will return you to the scenario settings where you can add or create as many templates as you need.

How To Edit or Delete Event Email Templates

1. Go to the System Settings View, and Access the Event Save Email Section

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live Pro as an administrator or user with permissions to access System Settings (-1), open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

Use the menu link to go to the System Settings view, then tap or click on Event Save Email to reveal the section.

Event Save Email linkImage: Tap or click on Event Save Email to access the scenario and template settings.

2. Access Template Editing

edit and delete buttons on the template settings tableImage: Simply select the Edit or Delete button associated with the template you'd like to update to make changes.

There is an Edit button for each template. Just as when creating a template, you can preview your changes using a reference number, as described in step 8 above.

3. Choose a Template to Edit or Delete

If editing, change any fields you wish, then Save. Saving will refresh the screen. 

If deleting, use the Delete button, then select Yes to confirm.

Note: Active Scenarios

If the scenario any template is attached to is marked as Active, it will begin to trigger emails as soon as you save your template.