Mail types


Definition

A mail type is a mail template recorded in a library that can be called from forms, via the Mail icon Mail icon.png.

EndDefinition
  • Create a mail type avoids rewriting each time the same mail.
  • It is also possible to use the mail type and to personalize it depending on the particular context.
     

Each mail type is using a parent query delivered by Logo - EasyVista.png. This query delimits the context of the mail type usage on the forms and defines available tags and roles for the writing of the message. Moreover, conditions of use can be applied on the level of certain user groups.

Examples

  • Creating a mail type for sending an email about the password reset procedure
  • Creating a mail type for explaining the standard procedure to follow for configuration problems of Internet Explorer. When there is an incident related to this problem, it is then sufficient to address the mail type to the requesting user.

1. Create the mail type IE Configuration.

2. Write the message body by using the Parent query tags:

Answering your request #[CUSTOM_TAGS.N° Incident Number]# you have opened #[CUSTOM_TAGS. Creation Date]#,
please open the hyperlink below that explains the security parameters of Internet Explorers in detail:
            __Security management in Internet Explorer__

3. On the incident form, send an email to the requesting person: click on the Mail icon.png and select the mail type IE Configuration: The body of the message will be completed automatically.

Notes

  • Only the tags and roles defined for the parent query of the mail will be proposed for the writing of the message topic and the message body of the message.
  • The tags or roles with errors are highlighted by the insertion of ERROR in the beginning of the syntax and will be announced automatically when saving the mail type: This cannot be saved as long as the errors are not corrected.
  • When the Mail icon Mail icon.png is enabled in a form, only mail types related to the same parent query that the form will be proposed.
  • In list mode, the content of a mail template is visible via mouse roll over the content colums.

Best Practice big icon.pngBest practice

  • To insert a tag or a role, use the data entry help window via Roles-Tags window icon.png because the risk of entering a false syntax is important.
  • You may use a cut & paste for the contents of the mail body by using the one of an existing mail type; in this case, you must verify that the tags used are still valid for the parent query used in this new mail type.

Screen description

        Mail template.png

Menu access: Administration > Parameters > Mail Types

Parent Query: Name of the parent query related to the mail type. 

To / CC: List of mail main recipients and recipients receiving a copy of the mail type; This can be employees, groups of employees or users that have been defined via roles (In this last case, the users will be searched for when the mail is sent via the form).

  • The main recipients and recipients receiving a copy of a mail written via a form used this mail type are completed by default by these values.
  • Click on one of the icons related to each field to select the recipients from the employees/groups list or from the data entry help window of the roles. 
  • You may enter the names of the recipients directly into each area: separate each value by a semicolon.
  • Only Domain roles, System roles and Customized roles can be associated to a mail type (Depending on the parent query).

Topic Contents: Subject and body of the message of the mail type, that may contain tags.

  • The topic and the text body of a mail written via a form are completed by default by these values.
  • Click on one of the icons related to each field to select the tags from the data entry help window of the tags. You may also enter the tag values directly into each area.
  • Only Parent query tags, Database field tags and Particular Cases tags can be associated to a mail type (Depending on the parent query).

End Date: End of validity date for the mail type. Once this date is reached, the mail type cannot be used. It is then defined as Archived.

  • Update: also via the Archive wizard

Best Practice icon.png  To enable the mail type again: delete or postdate the end date.

Form Name: List of forms attached to the parent query. Check those where you want the mail type via to be proposed via the Mail icon Mail icon.png.

  • The list is filtered automatically based on the parent query selected
  • The form names are those that are defined in the EasyVista data model (Example: DialogAdmin_Employee = Form Employees).

Restrictions: List of group restrictions defined for the mail type, allowing to restrict its use to the users belonging to the specified groups only. If no restriction is specified, the mail type is available for all the users.

Procedure and Wizards

How creating a mail type and use it to send a mail via a form

1. Proceed to the page Administration > Parameters > Mail Types and click on Add icon.png.

2. Enter the elements of the mail type:

  • To select the tags and the roles from the data entry help window, click on Roles-Tags window icon.png;
  • To add a restriction on a group, click on Plus icon.png; then click on the label N/A and select the restriction from the list;
  • To change a restriction, click on its name and select the new one in the list;
  • To delete a restriction, click on Minus icon.png related to the restriction.

3. Click on [ FINISH ]

4. If sysntax errors are detected on tags and/or roles, a warning message will be displayed.Click on [ OK ]: the mail type is displayed and the errors on the tags or roles will be highlighted by the insertion of ERROR before the start of the syntax (Example: #[ERROR.CUSTOM_TAGS.Creation Date]#).

5. Test the parameters of a mail type on a form:

  • Proceed to the form related to the parent query of the mail type;
  • In the headband of the form, click on Mail icon.png;
  • Select the new mail type and click on [ APPLY ]: The mail information is completed by those of the mail type: you may change them.
  • Click on [ SEND ] and check that the mail is received by its recipients.

Wizards

Archive: Completes the end date for the mail type; after this date it will not be proposed.

Best Practice icon.png  

  • To view terminated mails types: use the Archived filter.
  • To enable the mail type again: delete or postdate the end date.

Update: Updates the mail type. 

Delete (Note: Only for an element not used in Product name - ev itsm.png): Deletes the mail type. 

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Last modified by Unknown User on 2019/06/07 11:48
Created by Administrator XWiki on 2013/03/25 18:12

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