SS Email Template Maintenance

1 Open the Email Template Selection window (SS> Maintenance> Email Template).

The Email Template Selection window will display all of the existing email templates created in the application.
Enter the desired template details in the Search Criteria section and click the Search button to filter the templates displayed in the data grid below.
Select an email template and click DELETE to delete the selected template.
The Create and Edit features will be released in an upcoming service pack.
Select an email template and click EDIT to edit the selected template.
- This will open the selected template in the Email Template Maintenance window.
Select an email template and click COPY to create a copy of the selected template.
- This will create an exact copy of the selected template. You will be required to specify a new, unique email template name in order to save the copied template.
Click CREATE EMAIL TEMPLATE to create a new email template. This will open the Email Template Maintenance window.

2 Create a new Email Template.

Enter a unique Template Name for the new email template. This field can be up to 32 characters in length.
- Once a Template Name has been specified, it cannot be changed.
Enter an optional Description for the new email template. The description can be up to 64 characters long.
Select the System that the email template will be used with. Your selection in this field will determine what is available in the Process menu below.
Select the Process that will generate the emails based on this template.
Enter the Email Subject that will appear on the subject line for all emails generated by this template. This field can accommodate up to 200 characters.
The Email Body section is used to enter the text that will appear in the body of the email. This field can accommodate up to 4500 characters.
The Available Fields section on the left displays all of the employee specific variable merge fields that can be included in the email. When one of these fields is added to the email, the system will pull the employee specific data from that field on the employee record and insert it into the subject line or email.
Use the drop-down field above specify if the field will be placed into the email subject or email body.
- Click an available field to insert the selected merge field into the current cursor location on the subject line or body.
  - For example, if you would like to personalize the subject line of each email to include the employee's first and last name, you could enter "Registration information for [PR_Employee.First_Name] [PR_Employee.Last_Name]".

3 Customize the look of the email.

Because these email templates are designed to be used with a wide variety of email systems, any display customization must be accomplished using HTML (Hyper Text Markup Language) tags.
These tags are most often used in pairs. Only the words, phrases or paragraphs that fall between the opening tag and the closing tag will be affected. For example, in the following sentence, the words "username" and "password" would appear in bold text on the email.

To complete the registration process, please access the Employee Self Service portal using your <b>username</b> and <b>password</b>.

Here are a few of the most commonly used HTML tags:

HTML Tag	Effect
<b> </b>	This is the Bold markup tag. Any words or phrases between these tags will be displayed in bold text.
<i> </i>	This is the Italic markup tag. Any words or phrases between these tags will be displayed in italicized text.
<br />	This is the Line Break markup tag. Place this tag at the end of a line if you wish to return to the beginning of the next line. You can also use this tag between lines to increase the space between one line and the next. This is a self-contained, single tag that does not require an opening tag and a closing tag like the other tags described here.

For a more comprehensive list of HTML tags, please refer to one of the many free, online HTML tutorials such as W3Schools.com. Here you can learn how to insert tags used to change font styles, create web site links and insert pictures.
Click the Save button to save the completed email template.