Email Schedule Templates Form
v14
Email Schedule Templates are used to create and Send DSign proposals, automated follow-up messages, and their related schedules. For help with creating and sending DSign proposals, click here.
This form displays a grid containing existing schedules and allows users to manage existing Email Schedules or create new ones. The menu bar at the top of the form allows users to manually save changes, filter the entries based on the Schedule Type, and provides access this help page. The Qty value refers to the number of entries found in the grid. An explanation for each field in the grid and instructions for their use can be found below.
Action – This field contains a button that opens the Action menu with three options the user can choose from. Users can also access the Action menu by right clicking anywhere in the form.
- View/Edit Messages for Selected Template – This menu option opens the Email Schedule Template Messages grid, allowing users to manage the individual messages associated with the selected schedule.
- Create a Copy of the Selected Template – This menu option creates a copy of the selected schedule for the user to modify. This allows users to base a new schedule on an existing one rather than starting from scratch. It can also be used to assign an existing schedule to an additional user without making it global.
- Delete the Selected Template – This menu option allows the user to remove the selected schedule and any messages associated with it.
Email Schedule Name – This field displays the name assigned to the schedule by the user, and can be modified as needed for existing schedules.
Schedule Type – This dropdown field allows the user to determine how access to the selected schedule will be configured. Selecting Global will allow all users access to the schedule, while selecting User will limit access to a single user, specified in the field to the right.
Associated User Name – The dropdown menu in this field allows the user to select which Software User will have access to the selected schedule when the Schedule Type is set to User. This field is disabled for Global Schedule Type entries. Only one user can be selected for each User Schedule Type entry.
- The same schedule can be assigned to more than one user by using the Action button to create a copy, then selecting a different Software User or setting the Schedule Type to Global to make it accessible to all users.
Exclude Weekends – This checkbox determines whether messages from the Email Schedule Template will be sent on weekends. When the box is checked, messages that would otherwise be scheduled for a Saturday or Sunday will be sent on the following Monday instead.
Active – This checkbox determines whether the selected schedule will be available to DSign users when sending a DSign proposal. When checked, the selected schedule will appear among Email Schedule Template options in the DSign dialogue.
Date/Time Created – This field displays the date and time that the selected schedule was created
Created By User – This field displays the name of the Software User that created the selected schedule.
Date/Time Updated – This field displays the date and time that the selected schedule was last modified.
Updated By – This field displays the name of the Software User that last updated the selected schedule.
View Messages – This field contains a button that opens the Email Schedule Template Messages form, allowing users to manage the individual messages associated with the selected schedule.
New Email Schedule Templates
New Email Schedule Templates can be created by using the Action menu to make a copy of an existing schedule or by entering a name for the new schedule in the gray entry row at the bottom of the grid. Users will then need to navigate to the Email Schedule Template Messages form using the Action menu or View Messages button to add messages to a new schedule or to modify those from a copied schedule.
The Email Schedule Template Messages Form
The Email Schedule Template Messages form allows users to view, create and modify messages associated with an Email Schedule Template. An entry for each message will be displayed in the grid, with the email message’s subject and body displayed at the bottom of the form when an entry is selected. A description of each field in the grid and instructions for their use can be found below.
Message Name – This field displays the user-defined name of the message. To create a new message, start by entering a Message Name in the gray entry row at the bottom of the grid.
Alternate Email Address – This optional field can be used to enter an additional email address to which the automated follow-up email message will be sent.
Send To Type – The dropdown menu found in this field is used to determine whether the automated email message will be sent to the Customer or the Software User.
Send-On Day – The numerical value in this field will determine how many days after the original DSign proposal the follow-up message will be sent. Users can enter a 0 in this field to create a template for the DSign email message itself.
Send-On Time – This field allows the user to select the time they would like the message sent, based on local time. The time can be set by manually typing the desired time in or using the small up and down arrows found in the field to adjust the time.
Include Attachment – This checkbox is used to determine if a PDF copy of the original estimate will be attached to the automated follow-up message. Place a check in the box to include the PDF copy.
Schedule Follow-Up – This checkbox is used to determine if a reminder to call the customer will be added to the software users Follow-Up call list.
Active – This checkbox is used to determine if the selected email will be included in the automated email follow-up schedule. This allows users to temporarily prevent a message from being sent without having to delete it.
Date/Time Created – This field logs the date and time that the selected schedule was created
Created By – This field logs the name of the Software User that created the selected schedule.
Date/Time Updated – This field logs the date and time that the selected schedule was last modified.
Updated By – This field logs the name of the Software User that last updated the selected schedule.
Email Message Subject – This textbox is used to enter the subject for the automated email message, and allows users to select generic Data Tags as placeholders for information about the Estimate, Customer and/or Job. Click the blue Insert Data Tags link to open the Data Tag menu. When the automated message is sent, the data tags will be replaced with the corresponding information from the associated DSign proposal. The ABC button to the left of the field will perform a spell check.
Email Message Body – This text box is used to enter the text that will appear in the body of the automated email message. Like the Email Message Subject, users can insert Data Tags as placeholders for information specific to the Estimate associated with the DSign proposal and perform a spellcheck using the ABC button to the left of the field.
Creating a new Email Message Template
To create a new Email Message Template, users will start by entering a name in the gray entry row at the bottom of the grid or copying and modifying an existing Email Message Template. Once the message has been given a name, users will need to specify whether the customer or user will receive the message and how many days following the DSign proposal the message will be sent. Next, set the time at which the message will be sent. Last, using the checkboxes, the user will need to determine whether a copy of the Estimate will be included with the message, if a Follow-Up Call will be scheduled for the user, and if the message is active.
With the message entry configured, the user can enter the text for the email message subject and email message body. To the left of these fields is a button labelled “ABC” that will perform a spell check. When creating these entries, the user can insert Data Tags by clicking the blue “Insert Data Tag” text. The Data Tags will be filled in with the information associated with the DSign proposal when the message is sent. Users can select from the following Data Tags in the Subject and Body of the Email Schedule Template Message:
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