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Email Templates

This guide explains how to configure and customize email templates used for questionnaire invitations and reminders in the Family Navigator application.

Overview​

Email templates allow administrators to customize the content of automated emails sent to users. There are two main templates:

  • Questionnaire Invitation Template: Used when sending initial survey invitations to users.
  • Reminder Email Template: Used for follow-up reminders to users who haven't completed their questionnaires.

Accessing Email Templates​

  1. Log in to the Family Navigator application with administrator privileges.
  2. Navigate to the "Email Template" section from the main menu.

Email Template menu item

Questionnaire Invitation Template​

Step 1: Open the Template Editor​

The main email template editor is displayed at the top of the page.

Email Template Editor card

Step 2: Edit the Content​

Use the rich text editor to modify the email content. The editor supports:

  • Basic formatting (bold, italic, underline)
  • Lists (ordered and unordered)
  • Links and images
  • Text alignment
  • Font size and color options

Rich text editor toolbar

Step 3: Preview Changes​

As you type, the content updates in real-time in the editor. You can see how the email will appear to recipients.

Step 4: Save or Reset Changes​

  • Click "Save Template" to save your changes.
  • Click "Reset" to revert to the last saved version.

Save and Reset buttons

Reminder Email Template​

Step 1: Locate the Reminder Editor​

Scroll down to find the "Reminder Email Template Editor" card.

Reminder Email Template Editor card

Step 2: Edit Reminder Content​

Use the same rich text editor to customize the reminder email content. This template is sent to users who have not completed their questionnaires.

Step 3: Save Reminder Changes​

  • Click "Save Template" to save reminder template changes.
  • Click "Reset" to revert reminder template to the last saved version.

Reminder Save and Reset buttons

Best Practices​

  • Professional Tone: Maintain a professional and encouraging tone.
  • Mobile-Friendly: Ensure content looks good on mobile devices.
  • Branding: Include your organization's branding elements if appropriate.

Saving Changes​

When you save a template:

  • Changes are immediately applied to future emails.
  • Existing sent emails are not affected.
  • A success notification appears confirming the save.

Resetting Changes​

The "Reset" button reverts the editor content to the last successfully saved version, discarding any unsaved changes.

Reset confirmation

Error Handling​

If saving fails:

  • An error message will appear.
  • Common issues: Network problems, server errors, or invalid content.
  • Try saving again or contact support if issues persist.

Loading States​

  • The page shows a skeleton loader while templates are being fetched.
  • Save buttons show "Saving..." during the save process.

Permissions​

Only users with administrator privileges can access and modify email templates. Regular users cannot view this page.

Integration with User Management​

Email templates are automatically used when:

  • Sending initial questionnaire invitations (via "Send Survey" in Users management)
  • Sending bulk invitations
  • Sending reminders (via "Send Reminder" in Users management)
  • Resending questionnaires

Troubleshooting​

  • Editor Not Loading: Ensure JavaScript is enabled and try refreshing the page.
  • Changes Not Saving: Check your internet connection and try again.
  • Formatting Issues: Use the editor toolbar for consistent formatting.
  • Permission Denied: Contact your administrator to grant access.

Technical Details​

  • Templates are stored as HTML content in the application settings.
  • Templates support full HTML for advanced customization.