System Administrators are able to edit IndustrySafe’s automatic email notifications and alerts using the Email Template Editor. This tool allows System Administrators to make formatting changes and edit the text of IndustrySafe’s automatic email templates. System Administrators can also use the Email Template Editor to identify which fields should be included in the automatic email messages sent from the system.

The following quick step examples provide detailed instructions on how to edit email templates, and also provide guidance on how to define email alert criteria and archive email alerts.

Quick Steps Example: Editing an Email Template

  1. Open the System Functions module by selecting the System Functions wrench in the main menu.
  2. On the horizontal menu select Set-Up, then select Edit Email Templates
  3. In the Module drop down, select the Module of the Email Template you wish to edit.
  4. Then select the appropriate template from the Template drop down.
  5. The text of the email template, as well as a list of fields that you may add to the email will display.
  6. Click the Edit button to update the email template.
  7. You may then edit the text of the notification and make the following formatting changes:
    • Bold, italicize, or underline text
    • Insert a bulleted or numbered list
    • Add a link
    • Left-align, center-align, or right-align the email’s text, or
    • Switch to HTML view to edit and format your message via HTML
  8. If you would like to add a field to the email template, simply copy its Field ID from the list of available fields provided and paste it in the desired location in the message. For example, to add the Worker Type field to the IndustrySafe Employee Injury email template, simply copy and paste its Field ID, [MI_Worker_Type], from the list into the message.
  9. The list of fields that may be added to the email message also includes a “Status” column to indicate whether that field is currently available on the recording form. You can switch the Status of disabled fields to available so that they appear on the appropriate recording form and can then be copied into your email template.NOTE: The System ID and Date fields will always be included in an email notification or email alert.
  10. Select the Save button when you’re satisfied with your edits.

IndustrySafe's Email Template Editor

Email Alerts are sent based on a set criteria. System Administrators have the ability to define the criteria and also disable the alert if so desired.

Quick Steps Example: Defining Email Alert Criteria

  1. Open the System Functions module by selecting the System Functions wrench in the main menu.
  2. On the horizontal menu select Set-Up, then select Edit Forms.
  3. In the Recording Form drop down, select the Recording Form associated with the alert.
  4. In the Section drop down, select Email Alerts.
  5. The Email Alerts criteria available for this recording form will appear.
  6. Enter the appropriate criteria. For example for the overdue corrective action email alert, enter the number of days past the estimated completion date for which the email should be sent.
  7. Select the Save button.

Quick Steps Example: Archiving an Email Alert

  1. Open the System Functions module by selecting the System Functions wrench in the main menu.
  2. On the horizontal menu select Set-Up, then select Edit Forms.
  3. In the Recording Form drop down, select the Recording Form associated with the alert.
  4. In the Section drop down, select Email Alerts
  5. Select Disable in the status column, for the Email Alert you wish to archive.
  6. Select the Save button. The Alert will no longer be sent.

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