OutreachSystems

All the e-mail messages that are automatically generated by WebCATS and eCenter Direct can be customized by you, meaning that you can change the default e-mail template that is used by the system-generated e-mail messages. For example, you can change the text that WebCATS initially displays when you send an e-mail reminder for a follow-up counseling session. Or the text that eCenter automatically sends when a client requests their password.

E-mail template customization is performed from within WebCATS, from several places, depending upon your objective:

• Global configuration of WebCATS' e-mail templates. Available to WebCATS administrators only from Manage|WebCATS Configuration|WebCATS E-mail, any e-mail template changes made from WebCATS' global configurations cascade down to the entire database.
• Global configuration of eCenter Direct's e-mail templates. Available to WebCATS administrators only from Manage|eCenter Configuration|eCenter E-mail, any e-mail template changes made from eCenter's global configurations cascade down to the entire database.
• Center-by-center configuration of either WebCATS' or eCenter Direct's e-mail templates. Each center within your network can override the globally configured e-mail templates on a center-by-center basis from their center record. These center-specific e-mail templates are then used whenever an action is being performed in association with the clients or contacts of that particular center.

Note: If your program consists of a single center, then you will likely want to perform all interface edits from the global level.

The steps for customizing an e-mail template are outlined next.

1. First decide if you are customizing the template for a WebCATS e-mail or eCenter Direct e-mail. WebCATS and eCenter are closely tied so how do you know whether it's a WebCATS or eCenter e-mail? Simple: Just determine which application is the one actually generating the e-mail.
2. Next decide if you are customizing the template globally (across all centers in the database) or for a single center only.
3. With the answers from steps 1 and 2 in hand, find the appropriate course of action:
• If you'd like to customize a WebCATS e-mail across the entire database, go to Manage|WebCATS Configuration|WebCATS E-mail.
• If you'd like to customize a WebCATS e-mail for a specific center, go to the center record and open the WebCATS E-mail tab.
• If you'd like to customize an eCenter e-mail across the entire database, go to Manage|eCenter Configuration|eCenter E-mail.
• If you'd like to customize an eCenter e-mail for a specific public center, go to the center record and open the eCenter E-mail tab.
4. You'll notice that there are several categories of e-mails, as shown next. Expand the category that applies to you.



5. Expand again to find that one specific e-mail template you'd like to edit. Upon expanding a single e-mail template, you are presented with an Edit button, as shown next. Click this button to open the e-mail in edit mode.



6. In edit mode, you can edit the e-mail's addressing fields, subject line, and message text. Click OK to save your changes.

Note: As discussed in the following section, you can also include substitution variables in your e-mail template. These variables are replaced at the time of e-mail generation with data found in the WebCATS database. When updating addressing fields especially, it's likely that you'll want to take advantage of these substitution variables.

7. Notice that WebCATS now stores a current and default version of the e-mail template, shown in the next graphic. This allows you to revert back to the default version at any time. If you're editing the global version of an e-mail template, the default version is the out-of-the-box text provided with WebCATS. If you're editing a center-specific version of an e-mail template, the default version is whatever is currently set at the global level.

Using Substitution Variables

There are many instances when customizing e-mail templates in which you will want to display information that varies depending upon the context of the message. A simple example is the e-mail's salutation; it is more friendly to say "Dear Bob" or "Dear Mary" rather than generically address all clients.

WebCATS allows this type of variable substitution by providing you with a list of variables available for insertion from the edit box. To bring up this list, simply right-click from the location in which you would like to insert the variable. Then, hover over the variable and click once on it and it will be inserted into the current cursor location.

All e-mail templates can include variables and, in view mode, they're easy to spot because they are highlighted in bright yellow. At the time of e-mail generation, these substitution variables are automatically replaced with the relevant information stored in WebCATS.

Note: Do not remove the brackets around the variables or change their names. In order to use the variables correctly you must maintain their formatting.

Disabling E-mails

If there are automated e-mails that you find unnecessary or pesky as you (or your clients) move throughout WebCATS and eCenter, you can disable them on a per-message basis simply by deselecting the Enabled? check box. As with the other edits described above, e-mail messages can be disabled globally or on a per-center basis.

Want more? Browse our extensive list of WebCATS FAQs.