Email Templates

Email Templates

The work order system can email subscribers updates during the work order process.  In order for this to happen, you will have to have credentials to access the SMTP server.  You will also need to make sure you setup your Email Setting within System Settings à Email Settings.

For each action that occurs during the work order process an email can be sent to the TCO and/or subscriber.  We have created pre-defined templates that are sent when a work order is approved or rejected or moved to a new center, etc.  The following templates are created:

  • Work Order Approval – this email is sent to Subscribers when their work order has been approved by a TCO, Resource Manager and/or Commanding Officer
  • Portal Registration Authorized – after a subscriber has registered on the portal, they need to be authorized within CAIRS, once that action is complete they will receive this email
  • New Work Order from Portal – this email will be sent to CAIRS users once a new work order has been added through Subscriber Portal
  • Pending Work Orders – this email will be sent if a work order is received from the portal that is missing information.
  • Work Order Rejected – if your work order is rejected by a TCO, Resource Manager or Commanding Officer, you will receive this email
  • Work Order – Order Status – if the status of your work order changes during the process, you will receive this email
  • Work Center Change Notification – as the work order moves along the work flow, subscribers will receive this email when the work order enters a new work center
  • Work Order Assigned to You – if someone sends a work directly to a CAIRS user, the user will receive this email

Enabling & Disabling a Template

  1. Click the System Admin
  2. In the Navigation pane, click the plus sign (+) next to Work Flow Setup to access the sub-menus.
  3. Click on Email Template
  4. Double click the Template within the list. The template window opens.
  5. In the lower portion of the window, click on the checkbox next to Enable this notification.
  6. To Disable the notification, click on the box to remove the checkmark.
  7. Click on the Save and Close button to continue working with the template or click on the Save button to close the window and return to the list.

Modifying a Template

You can modify the text of each of the above templates.  When you access a template, there are two pane the left-hand pane is the text of the email that will be sent to the subscriber.  The pane to the right, displays a list of variables that can be associated to the template.  These variables can be used to pull information from the work order and place it in the email text.  For example, if you use the variable _UserFirstName_ CAIRS will replace that text with the first name of the subscriber/TCO associated to the work order.

  1. Click the System Admin
  2. In the Navigation pane, click the plus sign (+) next to Work Flow Setup to access the sub-menus.
  3. Click Email Template
  4. Within the list, click on the template to modify. A popup opens with the message details.
  5. The top line is the Subject field, this is the action that is associated to the work order for example, Work Order Aprroved. To change the field, click on the field and type in th new information.
  6. The body of the email is in the main pane, to change the text click into the pane and type the new information.
  7. The variables that can be associated to the email are to the right. To place a variable into the email text, place your cursor when the variable should be place and click on the field within the Variables pane.  The variable text will be placed into the body of the email.
  8. When you have finished modifying the email template, click on the Save button to return to the list.