Creating, Using, and Deleting Email Templates

Question:

I have a template email that I send out to new volunteers welcoming them to our organization. Is there any way to save an email template in CERVIS so I don't have to copy in the content each time?

Answer:

You can use the email template feature within CERVIS to accomplish this. You can access these features from anywhere you send emails in CERVIS as well as the dedicated "E-mail Template Management" menu that you can access under the System Management section of the Main Dashboard.

To CREATE an email template:

1. Go to "E-mail Template Management" under the System Management heading on the Main Dashboard or any page within CERVIS that allows you to send email.
2. Type the content that you want to save as an email template into the "E-mail Subject" and "E-mail Message" fields.
3. Click on the "Save E-mail Template" button () located just below the "E-mail Message" field.
4. Enter a name for the template to identify it for future use (i.e. Volunteer Welcome Template) in the "Template Title" field. If a name is not specified for the template, the template will be displayed as "Untitled" with the creation date.
5. Choose the availability for the template in the "Template Availability" field.  
• Private templates are visible to the person creating the template and to all CERVIS users with the Administrator access level. Public templates are visible to all CERVIS users with Administrator, Leadership Team, Group Leader, and Event Leader access.
6. Click the "Save Template" button to save the template or click the "Cancel Save Template" button to cancel out of the dialogue.

Please Note: The email subject and email message body fields are the only items saved with the template. Other fields and the recipient list will not be saved.

To USE a previously saved email template:

1. Go to "E-mail Template Management" under the System Management heading on the Main Dashboard or any page within CERVIS that allows you to send email.
2. Click on the "Load Template" icon () located just below the "E-mail Message" field.
3. Select the template you wish to use from the list of available templates.
4. Click the "Load Template" button.
5. Verify all the fields on the "Send Volunteer E-mail" screen are correct.
6. Click the "Send E-mail" button.

To DELETE a previously saved email template completely from the system:

1. Go to "E-mail Template Management" under the System Management heading on the Main Dashboard or any page within CERVIS that allows you to send email.
2. Click on the "Delete Template" icon () located just below the "E-mail Message" field.
3. Select the template you wish to delete from the list of available templates.
4. Click the "Delete Template" button. Please Note: This action cannot be undone once completed.
5. Repeat as necessary to delete additional templates.
6. Click the "Cancel Delete Template" button to cancel out of the dialogue.

Please Note: JavaScript must be enabled in your web browser to use any of the email template features within CERVIS. Please reference the help pages for the browser you are using for assistance with enabling JavaScript.

Please Note: Email template features are not available for CERVIS Basic Edition Customers.