Email Template Merge Field Glossary & Quick Links

Email Template Merge Field Glossary & Quick Links

Related Helpguide Pages

• https://accessplanit.atlassian.net/wiki/spaces/HG/pages/61112528

• https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3001417732

• https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3210477569

Email Template 'Merge Fields' are information placeholders that you can add into your Email Template that are replaced with specific data when the emails are generated. These fields allow you to personalise and customise emails by inserting relevant information from your Platform; including Delegates names, Email Addresses, Course Information, and any other relevant data

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Follow this page to learn more about Email Template Merge Fields, Nested Fields, and Date Formatting within Email Templates.

How to add Merge Fields within your Email Templates

How to add a Merge Field to a Email Template

Whether your updating and Email Template or creating an Email Template, you can use the same steps below to add a Merge Field to an Email Template

1. Once you have found the Email Template you want to add the Merge Field to, in the ‘Body' section of the Email Template, click the 'Field’ button to view the list of available Merge Fields for your selected Module

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2. Click on the required Merge Field Label from the drop-down menu, and this will insert the Merge Field for you. Alternatively, you can add them manually using the examples provided below in the ‘Merge Field Glossary’

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3. Merge Fields can be added to the ‘Subject’ of your email too, this helps to personalise the email and flag it for your recipient's attention

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Merge Field Glossary

Course Merge Fields

Here are a list of commonly used Course Merge Fields for Email Templates

This module is used for communicating Course Information such as Course Statistics / Profitability, Courses that have been cancelled, Courses that have completed etc.

Booking Merge Fields

Here is a list of commonly used Booking Merge Fields for Email Templates

The Booking module is commonly used for communicating Booking Information to Customers, such as Booking Confirmations

Invoice Merge Fields

Here is a list of commonly used Invoice Merge Fields for Email Templates

This module is commonly used for communicating Invoice Information such as informing Users that their Invoice has been Generated, their Invoice is Overdue or their Invoice has been Fully Paid etc

Password Reset Request Merge Fields

Here is a list of commonly used Password Reset Merge Fields for Email Templates

This module is commonly used for sending out password reset links when requested by Users

Placeholder Merge Fields

Here is a list of commonly used Password Reset Merge Fields for Email Templates

This module is commonly used for communicating Placeholder Information such as Cancelled Placeholders, Placeholders with unassigned Places etc

User Award Merge Fields

Here is a list of commonly used User Award Merge Fields for Email Templates

This module is commonly used for communicating User Award Information, such as your Award is due to Expire, your Target Date is approaching etc.

Delegate Merge Fields

Here is a list of commonly used Delegate Merge Fields for Email Templates

This module is commonly used for communicating Delegate and Trainer Information for all types of Courses such as Delegate Confirmations, Delegate Certification or Delegate Cancellations etc

Class Delegate Merge Fields

Here is a list of commonly used Class Delegate Merge Fields for Email Templates

This module is commonly used for communicating Delegate & Trainer Information for Classroom Courses only such as Joining Instructions, Course Date Reminders etc

Web Delegate Merge Fields

Here is a list of commonly used Web Delegate Merge Fields for Email Templates

This module is commonly used for communicating Delegate & Trainer Information for Webinar Courses only such as Joining Instructions, Course Date Reminders etc

eLearning Delegate Merge Fields

Here is a list of commonly used eLearning Delegate Merge Fields for Email Templates

This module is commonly used for communicating Delegate Information for eLearning Courses only such as how to access your eLearning etc

Knowledge Delegate Merge Fields

Here is a list of commonly used Knowledge Document Delegate Merge Fields for Email Templates

This module is commonly used for communicating Delegate Information for Document Courses only such as how to access your document etc

Opportunity Merge Fields

Here is a list of commonly used Opportunity Merge Fields for Email Templates

This module is commonly used for communication for Opportunities such as the Opportunity is due to close, a new Opportunity has been raised etc.

Product & Services Merge Fields

Here is a list of commonly used Product & Services Merge Fields for Email Templates

This module is commonly used to communicate information about Product & Service stock levels etc.

Nested Merge Fields

What is a Nested Merge Field?

This step will explain what a Nested Merge Field is and how Nested Merge Fields can be used

A nested merge field is a type of merge field that allows you to include data from related or neighboring modules within a Email Template. Unlike standard merge fields, which pull data from a single module, Nested Merge Fields enable you to incorporate information from other connected modules.

For example, if you have information in the CourseDate (Course) module that you would like to include in an Email Template that uses the UserCourseDate (Delegate) module, you can use Nested Fields to acheive this. This capability enhances the flexibility and comprehensiveness of the data you can present in your communications.

Nested Merge Field Examples

Here are some Nested Field Examples

The required format for a Nested Merge Field is as follows: @@ModuleName.FieldName

Date Formatting

Date & Cost Formatting Examples

Add the Merge Field in as you would normally, then suffix it with your required format within curly brackets, for example:

Date Formats available

Here is a quick table to explain the formatting options available:

Use capital M for month and lowercase m for minute.

Use capital H for 24 hour format, use lowercase h for 12 hour format. For example:

@@CourseDateStartDate{ddd MMM dd yyyy hh:mm tt}

= Mon Jul 3 2024 04:30 PM

@@CourseDateStartDate{ddd MMM dd yyyy HH:mm tt}

= Mon Jul 3 2024 16:30 PM

Cost Formats Available

Add the Merge Field in as you would normally, then suffix it with your required format within curly brackets, for example:

@@Outstanding{£0.00}

@@Total{£0.00}

@@Amount{£0.00}

Quick Links

Whether your updating and Email Template or creating and Email Template, you can use the same steps below to add a Merge Field to an Email Template

1. Within the ‘Body’ of the Email Template, click the ‘Quick Link’ button and select which Quick Link you would like to use

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   Please note the options will vary depending on which module is selected

2. This will insert the relevant link into your Email Template

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iCal links can be added to email templates under the following modules: Class Course Date, User Course Date Class, User Course Date Web, Web Course Date. However, please note that the iCal format currently cannot be change. (See example)

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