ClearCompany Learning: Email Templates

Email templates can be created in your learning platform for various functions and activities. They are a way of branding the site to fit a company or group’s vocabulary or style. Email Templates are also tools for communicating specific information to Users. 

In this article:
Types of Email Templates
Navigating & Creating an Email Template
Email Template Fields & Placeholders
Editing an Email Template

Types of Email Templates

There are multiple types of email templates. The type will determine which area of the system the template can be used. Below are a few of the most commonly used template types with descriptions.

Types

Email	Description
Login Info	This is an email with the login information for the User.
Assignments	Notifies the User that they have been assigned training.
Assignment Reminders	Reminds Users to complete assignments.
Class Registration	Notifies the User that they are registered for a class.
Waitlist: Added	Notifies the User that they have been added to a waitlist for a class.
Waitlist: Now Registered	Notifies the User of being taken off the waitlist for a class and added to the list of registered Users.
Custom Reports	Notification email that a custom report has been created.
Forgot Password Attempt	Notification that multiple accounts are associated with the email address entered.
Self Registration	Notification email that an individual has registered for an account.
Recommended Training	Notifies a User that a learning object was recommended to them.
Others	Class Reminder Forum posts Goal Completed New Account Created Assigment Overdue Forgot Password Pre-Apporval Pre-Approval Administration Reply to Comment Schedule Bulk Import: Errors Schedule Bulk Import: Users Schedule Bulk Import: Groups Schedule Bulk Import: Records Vide Import Sucess Video Import Error Training Completion User Badge Earned User Comment User Completion User Evaluation Sign-Off User Failed QUiz User Rank Achieved User Rating User Record Approved User Record Denied User Record Pending Approval User Started Record

Navigating & Creating an Email Template

Navigating to Email Templates

1. Click Administration.
2. Click Settings, then Email Templates.

Creating an Email Template

1. From the Email Templates Dashboard, click on the “+Create Template”.
2. Complete the fields below (yellow fields are required). When done, click Save.

Email Template Fields & Placeholders

Fields

1. Owner Group: This determines the highest level group that is able to see this template. Any groups below the Owner Group can also see/use this template.
2. Template Type: This determines which system action will cause the email to be set out. Based on the list above.
3. Name: Select the name of the email template.
4. Subject: Enter the subject to appear in the email.
5. From Email: Enter the email that the template will show when set to users.
6. CC Emails: This field is where an additional email address can be copied. You can check off to automatically CC managers.
7. Message: This field is where an additional email address can be copied. You can check off to automatically CC managers.
8. Default: Click "Yes" to make this the default email for this template type. There is only one default template for each type, for each language.
9. Language*: If the user has a different language selected in their profile, they will receive the default email template for that language.

PlaceHolders

This displays the list of available placeholders. It is unique for each template type and displays with brackets in edit mode. Some common types of placeholders are: first name, last name, user auxiliary fields, object auxiliary fields, username, and login URL.

Some placeholders are links directly to the site URL, a few examples are [OBJECTS], [SITE_NAME], [LOGIN_URL]. When a learner receives the email, they can click on the display text and will be brought to yourcompanyname.brainier.com directly. If the URL is not to be directly accessed, the placeholder will either need to be removed from the template or a custom redirect can be used.

When using SSO and having the Custom Login URL set up with Deep Linking. If they are not already authenticated, they will be redirected to login to their SSO before being brought to the intended URL.

Please note:

You will also see placeholders for any of the Auxiliary Fields users have created that could be relevant to the template type.

Placeholder	Description
Site Name	Links to site URL
Login URL	This means that when a learner receives the email, they can click on the display text and will be brought to yourcompanyname.brainier.com directly.
Manage Notification Preferences	If included it will take learners to their notification settings page within the learning platform.
First Name	Recipient’s first name
Last Name	Recipient’s last name
Username	Recipient’s Username
Primary Group Name	Recipient’s Primary Group Name
Primary Group Code	Recipient’s Primary Group Code
Object	Object title hyperlinked to the object
Object (No Links)	Object title with no hyperlink
Object Description	Object’s full description
Object Authors	Object’s assigned author(s)
Due Date	Assignment’s Due Date
Created By	Object’s Created By designation
Preferred Name	Recipient’s Preferred Name
Company Name	Recipient’s Company Name
City	Recipient’s City
State/Province	Recipient’s State/Province
Hire Date	Recipient’s Hire Date

Email Template Subject Line Placeholders

Placeholders	Email Templates they can be used
[SITE_NAME]	*All templates*
[FIRST_NAME] and [LAST_NAME]	Login Info Assignments Class Registration Assignment Reminders Waiting List: Added Waiting List: Now Registered Preapproval Custom Reports Forgot Password Recommended Training Forum Post Assignment Overdue Training Completion New Account Created User Record Pending Approval User Record Approved User Record Denied
[USER_FIRST_NAME] and [USER_LAST_NAME]	Self Registration Recommended Training Preapproval Administration Forgot Password Attempt User Comment User Rating User Completion User Started Record User Record Pending Approval User Evaluation Sign-off
[BADGE_NAME] and [RANK_NAME]	*No email template - email is created on badge or rank edit page*
[OBJECT_NAME]	Preapproval Administration User Comment User Rating User Completion User Started Record User Record Pending Approval User Record Approved User Record Denied
[DUE_DATE]	Assignments Assignment Reminders
[REPORT_NAME]	Custom Reports
[THREAD_NAME_NO_LINK]	Forum Post
[BULK_IMPORT.ERRORED_USERS] errors	Scheduled Bulk Import Success - It will show the user file was processed with errors

Email Template Images

The HTML editor allows an External Image (or Image URL) to be placed in an email template. To upload an image to an email template, the image needs to be uploaded to a third-party server that is web-accessible or a site like “Imgur”. An image link can be inserted so that when the email is sent the image is included. To learn more about hosting images check out here.

1. When opening the HTML editor, include this tag: 

   <img src=”http://www.example.com/image.png">

2. This example shows what it would look like to upload an image to “Imgur”. Since the image URL is https://www.brainiersolutions.com/_img/logo.png, the tag will look like this:

   <img src="https://www.brainiersolutions.com/_img/logo.png">

3. When added to the default Login Info template, it looks like this:

   <p>Dear [FIRST_NAME] [LAST_NAME],
   </p>
   <p>This is your login information for [SITE_NAME].
   </p>
   <p>Username: [UserNAME]
   </p>
   <p>To Login or reset your password go to: [LOGIN_URL]
   </p>
   <p><img src="https://www.brainiersolutions.com/_img/logo.png">
   </p>

Editing an Email Template

Editing

1. From the Email Templates dashboard, click on the pencil tool icon to edit an existing email template.
2. That will populate the email template page. Scroll down and click edit.
3. You can also Clone Templates.
   1. If cloning a template the exact template with all settings is copied and creates a new template with "- DUPLICATE" appended to the name. It also immediately brings you to the edit page for this duplicate template.