Overview
Oases sends many emails on your behalf. Some are automatic when triggered by an action or a setting such as the 'Welcome Email' for new logins and the 'Student Session Notes Email', and some are sent when requested by the user, such as emailing a Student Progress Report or Learning Plan.
You may personalize these generic templates.
You may also create custom email templates SU08.b. Custom Email Templates
Article Sections
Types of Template
All the emails sent by Oases have a template so that you can add permanent pertinent information or change the permanent text and punctuation.
POP UP EMAIL TEMPLATES
As a rule the emails that you request individually will pop up prior to sending so you can add or change information on that particular email for that instance only.
These include: Emailing Learning Plans, Progress Reports and tests from the student record. Private Invoice, Private Payment and Private Statement from the account.
DIRECT SEND EMAIL TEMPLATES
Emails that send behind the scenes and some bulk Action emails such as invoices and statements cannot be amended before they go and will match the template exactly.
Therefore, it's a good rule to construct your templates so that the information will be accurate and not lead to confusion.
View & Edit an Email Template
1. In the main menu select: Setup > Other > Template Setup.
2. The Template page will open with the first email in the list visible on the page. From the drop down box select the email template you wish to personalize. You can start typing a template name to filter directly to a template.
If you have created your own templates select Generic in the template filter to show only the Oases default email templates.
3. The picture below shows the template of the email that goes out with a Private Pay Invoice.
Data Merge Macros
4. You will note that the email contains macros, these are 'merge macros' that are replaced with the relevant data from your database as Oases compiles the email. Do not remove these from the body of the email unless you are absolutely sure. If you remove key macros your email won't contain the information you wish to send.
A key list of macros appears under the email body and a full list can be accessed by pressing: This List on the right as shown in the graphic below.
A full list of macros will open, including relevant custom fields. Always use the list from the template where you are working. Macros are template specific and not all macros will work in all template types.
5. Add the text as required. In the example below I added my company name to the subject, a salutation and payment terms. DO NOT COPY AND PASTE TEXT when creating templates, always type text into your email body.
6. If you wish to add your logo to the body of the email select the picture icon in the tool bar and choose a picture from your computer or the url of a picture stored online.
7. Either select from your computer or add the URL of your online picture and press INSERT IMAGE. When pasting a URL into the Image URL field paste with Command V on a mac and Control V on a PC.
8. The image will drop into your email but might be too big. Press on the picture to open the picture edit bar for size and positioning.
9. Test your changes by sending the email to yourself or a test parent or student.
Email Report
10. The status of any email sent by the Oases system may be viewed in:
Reports > Other > Email Log.
Delete Email Template
11. It is not possible to delete any of the default generic templates that come with Oases, only those you create yourself. The generic templates that may not be deleted will display when the template list is filtered to Generic.
Link To
SX10. Sending Student Session Notes to Parents/Guardians