Configuring an Email Template

Shipsy’s communication engine allows users to configure Email templates according to their requirements allowing them to set up customised templates for all event types.

Instructions

The following instructions should be followed to setup an Email template:

Navigating to Communication Config Setup

1. Click on the hamburger menu icon

2. Select Setup and Communication Config from the sub-menu

3. Users are then redirected to the templates list view page. This page has two sub tabs - message setup and email setup. The default landing page is message setup

4. To start configuring a new Email template, the user has to first navigate to the Email Setup page, and then click on add new

Configuring a New Template

1. After clicking on the add new button, the user is presented with a pop up where they are required to fill in necessary information to set up their template

   1. First the user must select if they want to choose an existing template and save a new copy of it. This is not a mandatory field so if the user does not want to save a new copy of an existing template, they can leave this field as blank

   2. Next, the user is required to input a Template Name for their Email template. 

   3. In the next field, the user is required to input the content of their email body. This can be plain text or in the form of HTML code depending upon the use case. 

   4. Once the user has configured their template, they can click on save and their template is saved. 

   5. Further, this template will now be added to the list view, and by default its status will be active. The user will have the option to manually disable it if required. 

Using Handlers and Tags

1. While configuring an email template, users can use tags and handlers to automate how information is fed into the dynamic template such that each email is customised as per their requirements

2. The way tags work is that wherever a tag is put within the message body, the tag will automatically fetch consignment data and include it in the message without having to manually type out a message every time

   1. For example, if the user wants to configure a message that is sent to the recipient of a consignment which tells them that their consignment has been picked up, they can make a template like the image below where they use the {{reference number}} tag. 

   2. Here, whenever this message is triggered, using the variable tag, the system will automatically fetch the reference number from the database and send the message to the recipient without having to manually type out the relevant reference number every time a message is sent

3. Handlers work on top of tags in a way that using a handler combined with a variable tag, the user can apply a few checks and balances within the message body itself. 

   1. For example, if the user wants to configure a message such that the message body of the email is something when the destination country is India, and something else if the destination country if Saudi Arabia, they can use the {{if}} and {{else if}} handlers to configure their message body in such a way

Finishing up the Email in Message Setup

1. Once the Email template has been created, the user has to complete one final configuration in the Message Setup section in order to complete the process of configuration

2. To do this, the user is required to go back to the message setup section and click on add new

3. Here, under the message medium, they will first select Email

4. Next, the user will be required to define the event type for which this email will be used

5. Further, the user will select the receiver of this Email. Users can choose between destination (receiver of the consignment), origin (hub manager) and worker (rider)

6. Next, the user will have to define the priority of this Email. This is important because when multiple Emails are set up for the same event type and receiver combination, the Email with the highest priority will be sent. The higher the number, the higher the priority assigned

7. In the next field, the user will select from the drop down list the template to be used in the configured mail. This list will include all templates that were setup in the previous step

8. Lastly, the user will be required to input a suitable subject line for the Email. Please note, the use of handlers and tags here will be similar to the template creation process

9. Once the user has configured their template, they can click on OK and their template is saved. 

10. Further, this template will now be added to the list view, and by default its status will be active. The user will have the option to manually disable it if required.

Conclusion

The Email template has now been set up successfully.