E-Mail Settings - WebTMA 5

Path: Admin > E-Mail Settings

The E-mail Settings window is used for two purposes:

  • Create custom text for automatic e-mail responses with variable tags
  • Suppress e-mail responses

Each Tab on the window displays templates to create responses for different types of actions. For example, the Requested Part Tab has two Subtabs, Cancel Reply and Convert to WO Part, where the e-mail responses on the Project Tab concerns Customer Survey. On the Reservation Tab, the Submit Subtab applies to reservations without a designated Repair Center or where the Repair Center does not have a reservation e-mail template set up.

Work Orders are not handled on the E-mail Settings window, but you can find extensive options for work order e-mails at Organization > Repair Center > Records / WO Email.

The Request Log Tab is used to respond to submitted requests. All other Request Log response options are found on the Repair Center Request Log Email Tab. A repair center designation on the Request Log window is required in order to send any other automatic responses.

You can add any text you like to both the Subject and Body fields and include keyword variable tags. These tags are place holders for information such as the request number, status, and date.

A Suppress Email check box at the upper right of each Tab gives you the option to suppress all e-mail responses defined by the given Tab even though, in the case of the Request Log, the user has checked the Notify Me check box.

How to Add Custom E-Mail Responses

Adding a custom message to any of the templates follows the same general procedure. The differences are reflected in the Keyword choices available for the templates.

Keyword tags are used to insert information that relates to the actual record. When WebTMA sends the message, the tags are replaced in the actual e-mail with the information they represent. For example, the Service Request# tag is replaced by the actual request number. You can use any combination of tags more than once.

In Edit mode, each template includes Cut, Copy, and Paste icons for use in both the Subject and Body sections of the message.

In Add or Edit mode:

  1. Start typing your message in the Subject
  2. Click the Keyword field down arrow and select a variable when needed.
  3. Click the Insert Keyword button to add the variable.
  4. Follow the same process for the Body
  5. Click Save on the WebTMA toolbar.

NOTE: Some keyword quirks are similar to MS Word. If you enter a variable at the beginning of a line and later try to add text in front of it, all text is underlined and the Keyword is "broken." Similar behavior can occur when inserting keywords in existing text lines. Deleting the offending line and saving, gives you a fresh start.

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