Using Email Templates - Genius CE & Enterprise

Introduction

Genius CE & Enterprise offer a selection of three distinct types of email templates. Each type of email template plays a crucial role in determining its position within a list that senders can choose from when sending emails. This categorization helps streamline the process of selecting the appropriate template based on the context of the communication.

PLEASE NOTE: It is essential to understand that when sending an email, you are not required to select a template from the default templates provided by Genius CE & Enterprise. Instead, you have the flexibility to compose your email freely, whether by utilizing one of the default templates or crafting an entirely new email from scratch.

1. AUTO – These emails are dispatched automatically when specific conditions are met. They are fully customizable to meet your needs.
2. LEARNERS – These emails are sent manually from the Learner menu. Like the AUTO emails, they are also fully editable, allowing for personalization.
3. ENROLLMENTS – These emails are manually sent from the Enrollments menu and can be fully tailored to suit the situation.

You can create various AUTO email templates tailored to specific sections, courses, or affiliations. In cases where a particular template has not been designated for a section, course, or affiliation, the system defaults to using the templates listed under Administration> Default Templates. This ensures that there is always a fallback option for email communications.

However, it is essential to note that the only AUTO email templates that cannot be customized at the section, course, or affiliation level are the AUTO_PASSWORD_REQUEST and AUTO_PASSWORD_RESET email templates.

To customize the email template for a specific section, navigate to the Section record menu > Templates > Add Template. Here, you can select and personalize the template that will be used exclusively for that section. It is important to note that you will only see the templates specific to that section when you are in the section record.

• If an AUTO email template is set for a specific section, it will take precedence over any existing course, affiliation, or administration default email templates.

Similarly, to customize the email template for a specific course, go to the Course record menu > Templates > Add Template. This section allows you to choose and modify the template that will be used solely for that course. Again, you will only see the course-specific templates when you are viewing the course record.

• An auto-email template established for a course will override any default email templates that may exist at the affiliation or administrative level.

For users associated with a specific affiliation, you can customize the email template by accessing the Affiliation record menu > Templates > Add Template. If a user is linked to multiple affiliations, the templates displayed will only be those specific to the selected affiliation. In this case, an AUTO email template for an affiliation will take precedence over any administration default email template that may be in place.

To turn off all outgoing emails, adjust the setting in Administration > Parameters > SEND_EMAIL to 0. Setting this value to 1 will ensure that all emails are sent as intended. Additionally, for testing purposes, an administrator can redirect all outgoing emails to a designated email address by changing the setting in Administration > Parameters > REDIRECT_ALL_EMAILS_TO to a valid email address. This feature can be particularly useful during testing phases to monitor email communications without sending them to actual recipients.

• If you only want to restrict certain emails from being sent, simply rename the email template by adding a 'Z' in front of the email template name.

For more details on how to send emails with reports to different roles and on a specific schedule, please check out our articles on OUTBOUND SUBSCRIPTIONS and TYPES OF EMAIL TEMPLATES.