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Notification Templates: Instructions for Configuring Generic Email Notifications

Allyson Ryan
  • Updated

Creating generic email notification templates that are tailored for repeat district communications between the sender and the recipient, ensures consistency and saves time. This approach not only helps maintain a professional tone but also eliminates the need to compose individual messages each time a communication needs to be sent. It is recommended to set up generic email notification templates for each area of SchoolFront that uses notifications. 

Applicable Roles

  • Administrators
  • Teacher
  • Admissions
  • Academic Administrator
  • Business Office
  • Evaluation Administrator
  • Recruiting Administrator
  • Benefits Coordinator
  • HR Admin
  • HR Team

Prerequisites

Creating Notifications, Categories for Notifications, Notification Templates: Custom Fields

Contents

Create Email Template

Create Custom Field

Send Notification

Create Email Template

Navigate to: Notifications / Templates

  1. Create a generic email notification template (see Prerequisites: Notifications: Creating Notification Templates for step-by-step instructions)

Example)

Generic Email Notification.png

  1. Select the "Custom Fields" tab:

Creating a Custom Field, will allow the space for the email that you are sending, to be inserted into the Notification. 

  1. In the Custom Fields tab, select "New Field" 

    Generic Email Notification Custom Fields.png

    *Note: See Shared Custom Fields for instructions on using shared fields in notifications

  2. In the pop-up, Mail Merge Custom Field Management select "Formatted Text" in the Custom Field Type drop-down (Note: Selection of the Custom Field Type will display the necessary fields to be entered for your multi-use, generic email)

    Generic Email Notification Custom Fields1.png

    1. Enter Field Name
    2. Enter Custom Field Display Name

    3. Enter the Default Value of this field - this is where you enter your generic email body that will be used in the notification

      Generic Email Notification Custom Fields1a.png

  3. Complete the Field Display section 

    Custom Field Display options.png

  4. Click "Save" or click "Save & Add Another" to continue to create additional generic email templates. (Clicking "Cancel" will back out and do nothing with the current window template you've started)

Your Custom Field will now be listed in the grid:

Generic Email Notification Custom Fields1c.png

  1. Click the Details tab

  2. Click "Notification Builder"

    Generic Email Notification Custom Fields2.png

  3. Add the notification's body text and insert notification markers

    custom email markers1.png

    1. Type the salutation
    2. Click "Notification Markers" to insert a marker pertaining to the recipient

    3. Click "Notification Markers" to insert the Custom Field Email 

      custom email marker.png

    4. Type a closing
    5. Click "Notification Markers" to insert the marker associated with the sender 
    6. Click "Save"

Tip: You are free to just add the Notification Marker containing your custom field, but it is recommended to include recipients and sender markers as well so that you do not need to enter these fields repeatedly

Send Notification

  1. Navigate to the area of SchoolFront you have created the template for (Note: for this example, you would navigate to: Active Employees to send an Open Enrollment reminder email)
  2. Select recipients by checking boxes on the far left of the grid

  3. Click "Send Notification"

    Send Notification Button.png

  4. In the "Send Notifications" pop-up, confirm the number of records selected

  5. Select the Notification Template you created in Step 1

    Notification Templates Send Notification.png

Selecting the Notification Template will then change the display of the Send Notifications Window, opening the "Form Fields" section to author your email, which is the Custom Field you created. Complete the Notification by filling out the required fields (marked with *). 

Notification Template Email Notification.png
Notification Template Email Notification1.png
  1. Click "PDF Preview" - to preview the Notification
  2. Click "Create Notification" - to send the Notification

  3. Click "Cancel" to back out of the Notification without saving 

     

     

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