Field name

Special

Description

Letter template name

The description for this letter template. This appears next to each letter.

Letter type

The category that this letter belongs to.

Status

Usable by what languages

Languages included in this letter or for which it's usable. For example, a letter written in English is fine for someone who speaks English, ASL or Signing Exact English.

Alternate language versions for merges

See Alternate language variants for more information.

Data source

Letters can be associated with any of several types of data including: people, assignments, mandates, trainings, certifications, awards, interviews and account records. Letters based on interviews can be used to send notices about interviews in the Interview Manager and make it easy to include information about a single interview in the letter. Other data types work similarly in the appropriate places.

To be used for assignment reminders, a letter template's Data source must be Assignments.

Certification type

For letters with a data source of Certifications, this specifies the type of certification which is used when merging.

Preferred sending method(s)

Any, Mail, and E-mail, Touchscreen/kiosk mail and SMS/text message. The values you check here will be the default methods used to deliver letters made from this template.

Note that SMS/text message is incompatible with any other method.

Keep merged letters how many days

This sets the retention period for newly-merged letters. Letters beyond their retention date can easily be deleted in bulk. Leave this value set to zero for unlimited retention.

Sender

SMS only

Default phone number to use when sending this message via SMS.

E-mail subject line

E-mail only

The subject line which appears in the recipient's e-mail program.

E-mail "Reply-to" address

E-mail only

The e-mail address that the letters will appear to come from, for example, "volunteers@yourorganization.org".

E-mail "Bounces-to" address:

E-mail only

Optional, includes this in the headers of outbound messages. Convention is that messages which cannot be delivered will be bounced to this address, if present, rather than the sender's e-mail address, however not all mail systems honor this convention. It may go to the reply address.

E-mail sender name

E-mail only

The name that the e-mail will come from, for example, "Jane Smith".

Use current primary supervisor as sender if available

E-mail only

If the person has a primary supervisor, that person's name and e-mail address will be used as the sender so the letter appears to come from that person.

E-mail cc:, bcc:

E-mail only

Outgoing letters will be cc:'d and bcc:'d to the given recipients here, if present.

Automatically cc: current primary supervisor if available

If the person has a primary supervisor, that person will receive a copy of this message. Note: if you send a message to everyone in a particular job, the supervisor will receive a copy of each e-mail sent out.

E-mail priority

E-mail only

The priority which shows in the recipient's e-mail program. Note: setting the priority to other than "Normal" may increase its likelihood of being marked as spam by some e-mail programs.

Status of newly-merged letters

A letter merged from this template will be given the status you select here. Generally you'll choose "Pending".

Attachments

E-mail only

Attachments specified here are included with every e-mail sent.

Track response ("RSVP") statuses...

If checked, allows the editing of the response status for letters merged with this template.

Don't show this on the touchscreen/kiosk

Most letters sent to volunteers are visible on the kiosk for them to read. When checked, letters generated from this template will be marked as ineligible for display on the kiosk. Use this when there is personal data in the letter which would be inappropriate to show in a public environment.

When showing on the touchscreen/kiosk...

When viewed on the touchscreen/kiosk, this message will show on the screen for this many seconds before the user can close it.

Don't display after

Once this date has passed, messages based on this template will no longer show on the touchscreen.