The Filtering section enables you to filter by correspondence type and document category to view existing template records.

You can also filter by entering text in the Title field without selecting a document category. The module will then display all templates with that word in the title.

The fields in the Filtering section are described in the following table.

This field	Holds this information...
Correspondence Type	The type of correspondence the template is associated with. Select from: Letter Email SMS
Document Category	The document category for the correspondence. Select from: Applications Enquiry Enrolment Interviews Learners Offers Staff You can only send correspondence to staff members in data miner. Selecting one of the options will populate the grid under the Filtering section with all templates associated with the selected document category for the correspondence type.
Title	Search field that can be used to search all document categories for a specific template.
Include Inactive	Whether inactive templates are displayed on the grid below the Filtering section with the active templates.

When you have selected a document category or entered characters in the Title field, a grid will display. This grid shows a list of templates based on the values set in the Filtering section.

The Template Details section displays the template selected in the Filtering section. This section is split between the Template Details and Information tabs.

The fields on the Template Details tab are described in the following table.

This field	Holds this information...
Correspondence Type	The correspondence type the template is associated with (read-only). This cannot be amended for an existing template.
Document Category	The document category the template is associated with. If required, select a different category to associate the template with from the drop-down list. The selection of the document category will also determine what merge fields are available in the template body section.
Title	The name of the template.
Active	Whether the template is currently active.
Store a copy in student's record	Whether a copy of the generated correspondence will be automatically stored in the learner's record. If this is set then the setting in the Correspondence Wizard will be locked so it cannot be amended.
Content can be edited	Whether the contents of the correspondence can be edited by the user when being generated.

The Information tab displays the user who created the selected template and when it was created, and also the user who last updated the selected template and when it was updated if applicable.

The template body section contains the text and style of the correspondence that will be sent.

For the Email correspondence type, a Subject field will be visible in the template body. This is to hold a pre-defined subject for the email template.

Clicking the body of the template will display the editing panel, which provides formatting options that can be added to the template. These panels will change depending on the correspondence type of the template. A tooltip will display above the panel when hovering your cursor over a button, enabling you to see what each button does.

Various text formatting options are available, such as bold, italics, code blocks, external links, and so on. You can also paste images, on pasting an image into the template, further editing formatting options are available.

The SMS panel displays the current character count and the character limit set in the Maximum characters for SMS (text messages) institution setting.

The Merge Fields section lists EBS database fields that can be added to a correspondence template. What fields are available will depend on the context of the template that is currently open.

The following standard merge field types are available:

• Address
• General
• Learners

These are available for each of the different document categories, as well as a context dependant set of fields (for example: for the Application document category, there is a set of merge fields specific to a learner's application).

To add a merge field to a template:

1. Open a template so the template body is displayed.

   

2. Place the cursor on the body where you want to add a merge field.

3. Select the required merge field.

   

   The merge field will be added to the body template and will be highlighted in green.

   

   To delete a merge field from a template, put the cursor before the merge field you want to delete and press Delete.