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.
To Do templates are used by 25Live administrators in email scenarios to automatically create to do tasks using the rules within the scenario.
How to Create To Do Templates
1. Go to the System Settings View to Access Event Save Email
Image: 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.
Image: 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.
Image: Tap or click on Event Save Email to access the scenario and template settings.
2. Access Template Creation
Use the To Do Template Settings heading link in the Event Save Email section.
Image: To Do settings under Event Save Emails > Template Settings.
3. Choose to Create a new Template or Copy an Existing Template
Image: Use the Add Template button or the associated Copy button to create a template.
If you'd like to use one of your existing to do 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, use the Add Template button to start from scratch.
4. Complete or Edit the Initial Setting and Names
Image: Template Name field.
Add or edit a unique name into the Template Name field. The name is not displayed anywhere in the resulting task but is only used for internal identification, such as when referenced in scenarios.
Type or edit the Task Name that will display to other users.
Tip
The Task Name field accepts variables under 40 characters in length.
5. Add Task Assign Contacts and a Due Date
Image: The assign fields and due date are next to complete.
Complete the two fields for assigning the automatically created to do task:
- Assigned By
- Assigned To
Use the Select Contacts button to search and select specific contacts. You may also use the section below to generate template variables to copy the contact ID variable for an event role.
In the Due Date field, type the number of days before or after the event's first occurrence that the automatically created to do task should be due. Use the +/- buttons to aid your entry. Negative numbers will create a due date before the first occurrence date.
6. Add To Do Task Comments
Image: The Report field in the Event Email Template.
Use the Comment space to type in to do task comments that will be viewable to anyone with permission to view this task. You may use template variables in the text. Open the Template Variables section below the text area to choose and copy template variables to add.
Tip: 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 Reference and Examples
However, be aware that not all template variables can be used in To Do template comments. So, using the Template Variables section in your current view is the best way to ensure you're adding variables that will work.
9. Optionally Use the Advanced Code View or Preview
Expert users can use the Code View button under the Advanced heading to view the source code for this template.
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.
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 |
2023 | - | AAGXQN |
When you preview a template, 25Live displays the email preview without checking any event criteria.
10. Save the Template
Use the Save button to save your completed To Do Template.
See Event Save Email: Creating, Copying, and Editing Scenarios for information on using your To Do Template.
How To Delete or Edit To Do Templates
1. Go to the System Settings View, and Access the Event Save Email Section
Image: 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.
Image: 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. Then access the To Do Template Settings section.
Image: Tap or click on Event Save Email to access the scenario and template settings.
2. Choose a Template to Edit or Delete
Image: 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 above.
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 tasks as soon as you save your template.