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Home > System Admin Role > Page Builder > Correspondence Templates > Custom Templates

Custom Templates

Admin > Page Builder > Correspondence Templates > Custom Templates Tab 

 

These templates are designed to be sent to the Student, Manager, Instructor, and/or Training Admin. Emails and letters can be set up with pre-set working and merge fields to make communicating out to certain people quick and consistent.

- To add a new template, click the "Add New Record" link above the table of templates.
- To  modify a template, click the pencil icon to the left of the row.
- If a template is no longer needed, click the "X" button on that row to remove the template.

The summary grid gives some general information about the tabs on this page for the external class request feature.

Field  Purpose 
  The pencil icon allows the user to edit the email or letter.  
Type The 'Type' indicates whether the custom template is an email or a letter.
Name This column indicates the name of the custom template as users will see it in the system.
Attachments This column indicates if any of the attachments in the Available Attachments Tab are connected to the email template such that when the email template is used, the attachment is pre-selected to be sent with the email.
  The X icon allows the user to remove the custom email/letter from the system.

Emails

These templates are designed to be sent via email to certain people and can pull information from the Student file, the Course File, the Class File, etc...  Email templates can be created for any topic of communication.  The setup page of the template is shown in a text only format.  However, HTML coding can be used in the text which will create HTML effects when the email is used.
 

Field  Description
Name  Name of the Template (Unique).  The user will see this when picking a template to use.  The recipient of the email does not see this name. Rather this is more for internal purposes so that the User knows which template to select.
Subject  This is the subject line of the email which the recipient will see.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Train to post into the email. 
Attachments  The box at the bottom of the page displays all the Available Attachments which can be added to this email by default.  Highlight the name of an attachment to include it with this email.

Letters

These templates are designed to be printed or sent via email as attachments to the Student, Managers, Instructors and/or Training Admin as needed and can pull information from the Student file, the Course File, the Class File, etc... Letter templates can be created for any topic of communication.  The setup page of the template is shown in an HTML format and leverages a wyswig editor to create the content of the letters.
 

Field  Description
Name  Name of the Template (Unique).  The user will see this when picking a template to use.  The recipient of the email does not see this name. Rather this is more for internal purposes so that the User knows which template to select. This cannot be changed once the template is saved.
Text/Merge Fields This is the body of the email.  Merge fields show in curly brackets { } will pull information from Cyber Train to post into the email. 
Margins Enter a number to create margins for printing.  If this is left blank, the letter will write to the edges of pages.  Click on the "default" to enter in the system recommendations.  1 inch = 72.


Available Merge Fields:
Merge fields can be added to the emails to make them custom to the recipient who receives it.  To add a merge field, place the cursor on the page where the merge field should appear.  Then, go to the "Fields" drop-down box and find the field to add and click the "Add" button. 

Field  Merge Field Where Information is Pulled from in the System
Audio Number {CF:AudioNumber} The 'Audio Number' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Certification List {Certifications} The 'Certification List' pulls all Credentials from the Student File > Activity Page > Credentials Tab.
Class Capacity {CF:Capacity} The 'Capacity' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class CEU {CF:CEU} The 'CEU' field is pulled from the Class File > Class Details Page > General Tab.
Class Course Name {CF:CourseName} The 'Name' field is pulled from the Class File > Class Details Page > General Tab.
Class Credits {CF:Credits} The 'Credit' field is pulled from the Class File > Class Details Page > General Tab.
Class Description   {CF:ClassDesc} The 'Class Description' field is pulled from the Class File > Class Details Page > Description Tab.
Class End Date {CF:EndDate} The 'End Date' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class End Time {CF:EndTime} The 'End Time' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Enrollment End Date {CF:EnrollmentEnds} The 'Enrollment End Date' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Enrollment Status {CF:EnrollmentStatus} The 'Status' field is pulled from the Class File > Roster Page > Attendees Tab.
Class Hours {CF:Hours} The 'Hours' field is pulled from the Class File > Class Details Page > General Tab.
Class Instructor {CF:Instructor} The 'Instructor' field is pulled from the Class File > Class Details Page > General Tab.
Class Instructor Phone {CF:InstructorPhone} The 'Phone' field is pulled from the Admin > Security > User Profile.
Class Instructor Email {CF:InstructorEmail} The 'Email' field is pulled from the Admin > Security > User Profile.
Class Location {CF:Location} The 'Location' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Location Details {CF:LocationDetails} The 'Location Details' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Misc Field 1 {CF:Misc1} The 'Misc 1-10' fields are pulled from the Class File > Class Details Page > Misc Tab.
Class Sessions {CF:Sessions} The 'Sessions' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Start Date {CF:StartDate} The 'Start Date' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Start Time {CF:StartTime} The 'Start Time' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Class Survey {ClassSurvey} The 'Survey' field is pulled from the Class File > Roster Page > Attendees Tab.
Class Test {ClassTest} The 'Test' field is pulled from the Class File > Roster Page > Attendees Tab.
Courses Needed List {CoursesNeeded} The 'Courses Needed List' pulls all Requirements from the Student File > Activity Page > Requirements Tab.
Courses Taken List {CoursesTaken} The 'Courses Taken List' pulls all Course History from the Student File > Activity Page > Courses Taken Tab.
Current Date {CurDate} The 'Current Date' uses today's date and pulls that information into the email.  It uses the MM/DD/YYYY format.
Current Date Long {CurDateLong} The 'Current Date Long' uses today's date and pulls that information into the email.  It uses the Day, Month, Date, Year format.
Date Added {DateAdded} The 'Date Added' field uses the date that the Student was added to the system.
Employee Number {Empno} The 'Employee #' field is pulled from the Student File > Contact Info Page > Job Details Tab.
External Class Course Name 
 {ECCourseName} The 'External Class Name' field is pulled from the Student File > External Classes Page > General Tab
External Class Change Date {ECChangeDate} Not a field that can be seen rather stored in the background with the ExternalClasses Table
External Class Complete Date
 {ECCompleteDate} The 'External Class Completion Date' field is pulled from the Student File > External Classes Page > General Tab
External Class End Date
 {ECEndDate} The 'External Class End Date' field is pulled from the Student File > External Classes Page > General Tab
External Class - Grade: 
 {ECGrade} The 'External Class Grade' field is pulled from the Student File > External Classes Page > General Tab
External Class - Related To: 
 {ECJobRelated} The 'External Class Related To' field is pulled from the Student File > External Classes Page > General Tab
External Class - Misc 1: 
 {ECMisc1} The 'External Class Misc1-10' fields are pulled from the Student File > External Classes Page > MiscellaneousTab
External Class - Provider: 
 {ECProvider} The 'External Class Provider' field is pulled from the Student File > External Classes Page > General Tab
External Class - Reason: 
 {ECReason} The 'External Class Reason' field is pulled from the Student File > External Classes Page > General Tab
External Class - Request Date: 
 {ECRequestDate} The 'External Class Request Date' field is pulled from the Student File > External Classes Page > General Tab
External Class - Start Date: 
 {ECStartDate} The 'External Class Start Date' field is pulled from the Student File > External Classes Page > General Tab
External Class - Status: 
 {ECStatus} The 'External Class Status' field is pulled from the Student File > External Classes Page > General Tab
External Class - Training Admin: 
 {ECTrainingAdmin} Not currently a field in use.
External Class - Cost:  {ECCost} The 'External Class Cost' field is pulled from the Student File > External Classes Page > General Tab
Hire Date {HireDate} The 'Hire Date' field is pulled from the Student File > Contact Info Page > Job Details Tab.
Job Code {JobCode} The 'Job Code' field is pulled from the Student File > Contact Info Page > Job Details Tab.
Job Title {JobTitle} The 'Job Title' field is pulled from the Student File > Contact Info Page > Job Details Tab.
Link to Cyber Train {CTLink} The 'CT Link' field pulls the website URL from Admin > System Setup > Link.  This allows people to click on the Cyber Train link from email for quick access. 
Meeting ID {CF:MeetingID} The 'Meeting ID' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Org Level 1 {Org1} The 'Org Code' field is pulled from the Student File > Contact Info Page > Job Details Tab.
Org Level 1 Description {Org1Descr} The 'Org Title' field is pulled from the Student File > Contact Info Page > Job Details Tab.
Program List {Programs} The 'Program List' pulls all Program from the Student File > Activity Page > Programs Tab.
Self Service Password {PIN} The 'Password' field is pulled from the Student File > Contact Info Page > Contact Tab.  NOTE: This field is only available in custom letter templates, not custom email templates.
Student Address {Address} The 'Address 1' field is pulled from the Student File > Contact Info Page > Contact Tab - Home Contact Section.
Student Cell Phone {CPhone} The 'Cell' field is pulled from the Student File > Contact Info Page > Contact Tab - Home Contact Section.
Student City, State, Zip {CityStZip} The 'City,' 'State,' and 'Zip Code' fields are pulled together to create this field and are pulled from the Student File > Contact Info Page > Contact Tab - Home Contact Section.
Student Email Address {Email} The 'Email' field is pulled from the Student File > Contact Info Page > Contact Tab and it pulls the email address that is set as the primary email.
Student First Name {FirstName} The 'First Name' field is pulled from the Student File > Contact Info Page > Contact Tab.
Student First/Last Name {FirstLast} The 'First Name' and 'Last Name' fields are pulled together to create this field and is pulled from the Student File > Contact Info Page > Contact Tab.
Student Home Phone {HPhone} The 'Phone' field is pulled from the Student File > Contact Info Page > Contact Tab - Home Contact Session.
Student ID {StudentID} The 'Student ID' field is assigned to each Student entered into the system and it is unique to each Student meaning that no two Students will have the same ID #.  
Student Last Name {LastName} The 'Last Name' field is pulled from the Student File > Contact Info Page > Contact Tab.
Student Last/First Name {LastFirst} The 'Last Name' and 'First Name' fields are pulled together to create this field and is pulled from the Student File > Contact Info Page > Contact Tab.
Student Login {StudentLogin} The 'System Login' field is pulled from the Student File > Contact Info Page > Contact Tab.
Student Misc Field 1 {Misc1} The 'Misc 1-20' fields are pulled from the Student File > Misc Page.
Student Status {StudentStatus}  The 'Student Status' field is pulled from the Student File > Contact Info Page > Contact Tab.
Student Type {StudentType} The 'System Type' field is pulled from the Student File > Contact Info Page > Job Details Tab.
Student Work Phone: {WPhone} The 'Phone' field is pulled from the Student File > Contact Info Page > Contact Tab - Work Contact Section.
Student Work Phone Extension {WExt} The 'Extension' field is pulled from the Student File > Contact Info Page > Contact Tab - Work Contact Section.
Training Admin {CF:TrainingAdmin} The 'Training Admin' field is pulled from the Class File > Class Details Page > General Tab.
Training Admin Email {CF:TrainingAdminEmail} The 'Email' field is pulled from the Admin > Security > User Profile.
Training Admin Phone {CF:TrainingAdminPhone} The 'Phone' field is pulled from the Admin > Security > User Profile.
Web Connection {CF:WebConnection} The 'Web Connection' field is pulled from the Class File > Class Details Page > Location/Schedule/Content Tab.
Adding Images to Custom Letters
Images can be added to letters using the Image Manager   tool of the wysiwyg editor.  This tool allows the user to upload new images to the Images folder of Cyber Train and allows images already loaded to this area to be merged onto the letter.

To upload an image:
  1. Click on the Image Manager icon
  2. Click on the +Upload option
  3. Click on the Select button to search for the image on the network or work station
  4. Click on the Upload button to finish the upload process
To Use an Image:
  1. Open the Letter to which an image should be added
  2. Click on the Image Manager icon
  3. Find the image in the list and press Insert
  4. Click the HTML < > icon on the bottom of the page to display the HTML coding for the letter 
  5. Update the image link to include the actual link and not just a reference to the image inside the folder. Look for text that looks like below:

    6. img alt="" src="/CyberTrain/images/Logo.jpg" /

  6. Make sure that it has the full URL to Cyber Train so it looks similar to the URL below:

    7. img alt="" src="http://www.visibilitysoftware.com/CyberTrain/images/Logo.jpg"

See also

Standard Templates