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You can define email templates which can be subsequently applied within the  workflow.

  • STEP 1: Go to Framework> Project Settings> Email Template.

  • STEP 2: Click 'Add New Email Template'.

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  • STEP 3: Design the email template by entering data as indicated below.

Field

Description/Instructions

Mandatory/Optional

Type

Dropdown allows selection of system defined email types: Generic Email, Sign Off Request and Sign Off Complete.

  • Sign Off Request: Sends sign off request to the sign off authority (established as either the Project Owner/Project Sponsor or dropdown selection).

  • Sign off Complete: Sends sign off response to the person who requested the sign off.

  • Generic Email: Send object/phase complete mail to the Project Owner. Informational only – no sign off required.

Mandatory

Title

Name of email template.

Mandatory

Subject

Email subject.

you can add Snippets to the Subject line by clicking on the Insert Snippet Code.

Mandatory

Body

icon. Snippets are pre configured by CAMMS and can be used to quickly insert content to the email body. The snippets automatically populate the email body with data from the system (such as data from the Project Details screen) when the email is generated.

The snippet options are as follows:

  • Sign-Off Request: includes complete template for sign off request email.

  • Sign-Off Complete: includes complete template for sign off response email.

  • Task Complete: includes complete template for object completion mail

  • Project Name: includes the name of the Project the email object belongs to.

  • Task Name: includes the name of the Object the email is linked to.

  • Staff To: includes the Project Owner of the Project the linked object belongs to (first name and last name).

  • Staff From: displays as 'IPM'.

  • Status: includes status i.e. Approved, Deferred, Rejected – if the email object is linked without a Sign Off, it is considered 'Approved'.

  • Command Accept: includes a link to Accept.

  • Command Reject: includes a link to Reject.

  • Command Deferred: includes a link to Defer.

Mandatory

  • STEP 4: Click 'Insert' to add the new email template to the system.

Info

Multiple  'Sign-Off request’, ‘Sign-Off complete’ and ‘Generic’ email templates can be created and later used within workflows as required.

Repeat Steps 1 to 4 if you wish to add more Email templates.

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Data Field

Description

STAFF_TO

This field is populated by the name of the receiver of the email.

PROJECT_NAME

Defines the title of the project.

TASK_NAME

Defines the title of the task.

STAFF_FROM

Defines the sender of the email.

STATUS

Defines the status of the task. This displays the value of percentage complete.

PROJECT_START_DATE

Defines the start date of the project.

PROJECT_END_DATE

Defines the end date of the project.

PROJECT_REVISED_START_DATE

Defines the revised start date of the project.

PROJECT_REVISED_END_DATE

Defines the revised end date of the project.

PROJECT_COMPLETION_DATE

Defines the project completion date.

PROJECT_STATUS

Defines the status of the project.

PROJECT_PERCENT_COMPLETE

Defines the percentage complete of the project.

PROJECT_PROGRESS_COMMENT

Displays the project progress comment.

PROJECT_CAPITAL_AMENDMENT

Displays the amendments to the project capital.

PROJECT_PROGRAMME_SUMMARY

Displays the project programme summary.

PROJECT_EXCEPTION_FIELD

Displays the project exception selection.

PROJECT_BASELINE_COMPARISON_RAG_CURRENT_COLOR_TITLE

Displays the name of the current colour in baseline comparison.

PROJECT_BASELINE_COMPARISON_RAG_PREVIOUS_COLOR_TITLE

Displays the name of the previous colour in baseline comparison.

SIGNOFF_LINK

Displays a link that would take the user to the relevant signoff object in the corresponding project.

  • STEP 5: Use 'Edit' to modify an existing email template as required.

  • STEP 6: Once the email template is set up, click 'Update' to save it in the system.

  • STEP 7: Use 'Delete' to remove an email template.

Info

  • 'Sign off Request' & 'Sign Off Complete' email types are created in order to  be assigned for sign off objects across a workflow. 'Generic' type emails are created for the purpose of sending out a notification at any point of the workflow.

  • Both the Email Type and the snippets selected within the email body needs either 'Sign off Request' or 'Sign off Response' (Sign Off Complete) to generate Sign off emails. 

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