Configuring Scheduled Email Templates

You can schedule email templates to trigger on a specific date. This topic details how to schedule an email to trigger and be automatically sent to a recipient using the Generate Scheduled Email Templates scheduled process.  

To configure scheduled email templates:

1. Go to System Admin > Email Templates.

The Email Templates dashboard opens.

2. Click Add.

The Choose Email Template Type dialog opens with options to select Real Time or Scheduled.

3. When you select Scheduled, the Add Email Template wizard opens with Step 1: Initial. In this step, you configure the date that triggers the scheduled email template.

4. Configure the following options:

Type

Type is a "read only" field for scheduled email templates. Email is selected by default for email notifications.

Triggering Form

Select the form that will trigger the email notification to be sent.

To add a dataform that is not in the list:

  1. In the Triggering Form field, go to the end of the list and select Add Untriggered Form.

    The Select an Untriggered Form dialog box opens. Table Name contains a list of all dataforms currently not marked as Triggerable.

  2. In Table Name, select a dataform from the list.

  3. Click Ok.

The selected dataform is marked as triggerable and now appears in the Triggering Form list.

Template Code

Must be unique and should be related to the purpose of the email template.

Note: Global Admins can only edit codes that begin with CSCRPLY.
Template Name Provide a short, descriptive name for your template. This displays in the email template list.
Description Provide a useful description of the email template.
Merge Procedure Select an optional Merge Procedure here to provide additional system information for field replacement. The procedure can be selected from any stored procedure in the system with a name containing emailtemplate_merge_proc.

Merge Procedure also determines the fields that are available to use in field replacement.

Workspace Templates Select the Workspace Templates to receive this email. By default, this field is set to All Templates.

Include as Activity

Select this option to attach the email as an Activity. When the email is triggered, the email message attaches to the triggering record. This action preserves the communication of the sent email. By default, the option is cleared, meaning do not include the email as an activity.

If you select this option and the email template includes an attachment, the system uploads any attachments to the activity when it is created.

Scheduled Email Action

Scheduled Field

This is the Date or Date/Time field (from the selected Triggering Form) that ClientSpace will check to determine when to trigger the email.

Note: ClientSpace only uses the Date portion of Date/Time fields to determine the trigger date.

Frequency Limit

The number you enter here limits the frequency that the email is sent. The email is triggered once every X days based on the value in this field. This way, even if a change is made to the date field used as the Scheduled Field which makes it eligible for triggering, the recipient will not receive additional emails until the set Frequency Limit has passed.

Date Offset

The number of days plus (+) or minus the (-) triggering date that the email template is triggered. For example, to trigger the email template 5 days before the Date or Date/Time specified in Scheduled Field, type -5 in Date Offset. To trigger the email template 5 days after the Date or Date/Time specified in Scheduled Field, type 5 in Date Offset.

Grace Period

This is the number of consecutive days you want the system to continue to try to trigger the email if, for some reason, the email could not be sent on the first eligible day.

Include When Inactive

When this field is unchecked, only Active triggering forms are checked when the scheduled email template is run.
5. After you have configured the Scheduled Email Action section, you receive a brief synopsis of the schedule.

6. Click Next to go to Step 2: Content.

Note:

• As you proceed with configuration through the various tabs of the Email Templates wizard, you may notice that Current User is not available as an option in Step 3: Addresses. This option only works with Real Time field analysis to determine the current user.
• You may also notice that the Is Dirty trigger operator is not available when setting conditions in Step 4: Conditions. This option only works with Real Time field analysis to determine if a field has changed. This kind of analysis cannot happen with a scheduled email template; therefore, the Is Dirty qualifier is not available when adding additional triggering conditions to scheduled email templates.
• Once you complete and save the scheduled email template, the configured conditions in the Scheduled Email Action section of Step 1: Initial are evaluated by a scheduled process named Generate Scheduled Email Templates to determine if the date or date/time field combined with the other email template schedule options and any additional conditions added in Step 4: Conditions are met. If they are met, the email template will trigger at the set time.

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