Message templates

This portlet allows administrators to view the templates set to be used when sending emails to Hosts, Guests, Reception, Security as well as other notifications (kiosk offline, low paper) from TDS Visitor. It is also possible to add new message templates, edit, clone and delete.

To open Message Templates portlet, go to Menu > Setting > Message Templates.

All existent message templates are presented on grid. The template name (Message Template column) indicates its use - e.g. 'email_invite_visitor' is the template used in the email sent to guests after a visit registration.

Add a message template

1. On Message Templates portlet, click the Add button.

2. Add Message Template form consists of 3 steps and the required steps consist of the following:

Step 1

  • Name: An identifier (name) for the message template;
  • Description: A description of the message template;
  • Type: Email, SMS or WEBEX; for SMS Type, the fields From, Reply To, Email CC and Subject are not available in Step 3;
  • Recipient: The person that will receive this message template (Host, Visitor, Security & Receptionist);
  • Category: This will define what action will trigger this message template;
  • Language: The Language that the message template will be written in. This is selected from the list of available languages from the Translation portlet;
  • Visitor Type: Not a required field and can be set to apply the message template to a specific Visitor Type;
  • Visitor Reason: Not a required field and can be set to apply the message template to a specific Visitor Reason;

Step 2

Assign the area for which this template will apply to my pressing the green arrow at the location.

Step 3

  • From: Address sending the emails; usually already filled by default/configured on deployment. The default value can be changed under the System Setting > 'smtp_default_sender_email';
  • Reply To: If a receiver clicks 'Reply', the email address input here will be shown;
  • Email CC: Email address to receive a copy of any emails sent using this template;
  • ICS Summary: The summary for the calendar invite.
  • ICS Description: The description of the calendar invite.
  • Data: Include data on emails by selecting the mapping tag from the list and clicking Add to Subject or Add to Body. All of the information relating to the visit will be available to add here;
  • Subject: Subject of the email to be sent;
  • Body: Email body.

4. Click Finish to commit the inclusion.

Edit message template

1. Click the Edit this message template icon in the Action column;

2. The same form used for the add operation will be presented with the message template data retrieved; all fields can be edited.

3. After changing the information, click Finish to update.

For the default/standard message templates, it is not possible to edit the Message Template (name) field.

Clone message template

1. Click the Clone this message template icon in the Action column;

2. Clone Message Template form will be presented, with all field settings copied. Just fill out a name on Message Template and click Save.

Delete message template

1. To delete a message template, click the Bin icon Delete this message template in the Action column.

2. A confirmation dialog will appear. Click Yes to confirm the operation, or No to abort it.