myMedstudy Admin - Creating/Editing Email templates

Instructions on How to create a Email Template in MyMedstudy

Once you login to my.medstudy.com, click on Admin and select the Email Templates Tab. In this page, you can view/edit existing email templates or add a new email template.

Add/Edit a new Email Template

Click on Add a new email Template button displayed at the bottom of the page or click on New Template button displayed beside each email template type to create a New Email Template. 

If you want to edit an already existing email template, you can click on the appropriate email template type, click on the Email template you want to edit. 

Email Type - This is the type of template that will be used to send to the user.  The Type of template dictates when and how the email gets sent, as well as the transactional tokens that may be used in the email. Below we list all of the available email types:


Email Types: 

Below are all of the available email types, as well as the required tokens for each email type.

Account Pending for Activation: Email sent to a user to for dual purposes of both email verification, and to provide the user with information about myMedstudy upon initial signup. This email template should always include the email token. 

• {PENDING_ACCOUNT_ACTIVATION_URL}.

Account has been created and temporary password assigned:  When a user account is created by Admin, this email will be sent to the user with the Username and Password. 

• {USERNAME}
• {PASSWORD}

Change Password: Email sent when user changes the Password.

Change Username: Email sent when user changes the Username.

Change Username & Password: Email sent when user changes both the Username and Password.

Reset Password: Email is sent when the Password is reset. 

• {NEWPASSWORD}.

Reset Password with Code: When user resets the Password, this Email is sent with the URL to reset the password. 

• {PASSWORD_RESET_URL}.

Provision Product New: Email sent when a user is provisioned a product. This email template should always include these email tokens 

• {PT_ONE_CLICK_SIGNUP}
• {FILE_DOWNLOADS_LIST}.

Provision New After Trial: Email sent when user is provisioned a product after the trial.

Product Extension: Email sent when a product is renewed by the user. This email template should always include the email token 

• {SITEURL_ANCHOR}.

Provision Trial: Email sent when a user activates the trial version of a product. This email template should always include the email token 

• {SITEURL_ANCHOR}.

Provision Product with Bulk License purchase: Email sent when an Organization/School is provisioned with Bulk License.

Provision Offline Product(Customized per product, only): Email sent when an offline product is provisioned to an user.

• {FILE_DOWNLOAD_LIST} 
• {PT_ONE_CLICK_SIGNUP}.

Clam Cme Credits: Email sent when user claims CME credits.

• {NUMCREDITS}
• {CREDITSTYPE}
• {CERTIFICATEURL}.

Account created by organization: Email sent when a user account is created in an Organization. 

• {ORGANIZATION_INVITED_BY_NAME} 
• {ORGANIZATION_NAME}.

Account Invited into organization: Email sent when a user who has an account is invited to join an Organization.

Person invited to organization via email: Email sent when a user who does not have an account is invited to join an Organization. 

• {CREATE_ACCOUNT_URL}.

Letter to Deans for recommending students: Email sent to Deans to recommend their students

• {RECOMMENDATION_URL}.

Letter to Residents and Fellows for recommending themselves: Email to invite residents to become the Medstudy content contributor.

Cme Expiration: Email sent to the user when their CME credits are about to expire.  Note, this is a scheduled email.  See below about how to set up a scheduled email.

Notification of Q&A status change: Email sent when there is Q&A questions status change

• {QA_QUESTION_TYPE}
• {QA_QUESTION_LINK}
• {QA_QUESTION_ID}
• {QA_OLD_STATUS}
• {QA_NEW_STATUS}
• {QA_STEM}
• {QA_QUESTION}

Conference Attendance Verification for CME: Email sent to the user when his/her conference attendance is verified.

Custom Email template for General Use: A custom email can be added in here and sent using Automated Schedules.  For more information about custom email setup, see below.  Also, see below on how to use email schedules.

Other Options

Is default template for this email type: Select this check-box if you want this template to be default for the Email type you have selected above. A non-default email template must be mapped to a product or something else to be sent as an override of the default.  This setting is not relevant for Custom Email types.  

Is Active: Select this check-box if you want this Email template to be sent out.  When unchecked, the automated email system will ignore it.

Label: Enter a name for the email template type.

Email Subject: This will be the Email subject for the email received by the user.

Add attachment: Click on it to add a file to the Email template.  This will show up as an attachment to the recipient(s).

Email Text: The text entered here will be Email content which will be received by the user. 

Email Tokens: Email tokens allow us to create customized, transaction emails.  To insert the Email tokens in the email, include the email tokens in the text wherever you expect the tokenized text to be displayed. The relevant email tokens available are displayed at the bottom of the page when editing the template, and are tailored to that specific Email Type.  ONLY use tokens that you see in the list below the Email Text area.

Here are some of the most common tokens that are generally available across every email type, as well as descriptions of some others that you may see.

GENERAL TOKENS

• {FULLNAME}- It is the full name of the user. If not first or last name is provided, this defaults to the username/email.

• {FIRSTNAME}- It is the first name of the user.If not available, it will be left empty.

• {LASTNAME}- It is the last name of the user.If not available, it will be left empty.

• {USERNAME}- It is the email based username for the user.

• {EMAIL}- It is the email address on file for the user. It should be the same as the username.

• {ACCOUNT_ID}- It is the user's account id. Normally, this would  not be required in an email.

• {NETSUITE_ACCOUNT_ID}- It is the user's Netsuite customer id. Normally, this would  not be required in an email.

• {SITEURL}- It is the raw URL to the site. This is dynamic based on the server. For production use, it will evaluate to "http://medstudy.com"

• {SITEURL_ANCHOR}- It is the raw URL to the site, but it is wrapped in a clickable anchor tag.

• {SUPPORT_EMAIL}- It is the current and most relevant email address for our support team. Usually support@medstudy.com.

• {CREATE_ACCOUNT_URL}- Provides the raw URL to send to someone to create a new account with myMedstudy.

TEMPLATE SPECIFIC TOKENS

• {PENDING_ACCOUNT_ACTIVATION_CODE}- This is the actual activation code, in most cases, you will not use this, instead using the URL.

• {PENDING_ACCOUNT_ACTIVATION_URL)-This token is the URL link the user clicks on to both verify his email and activate his account.

• {WRAP}- This should be included on most email templates, it provides a stylized look and feel to the template by wrapping it in both a header and footer.

• {FILE_DOWNLOADS_LIST}- The list of download files associated with the product provisioned will appear in the actual email, with some other text explaining how to access the files. 

• {PT_ONE_CLICK_SIGNUP}- If the product being provisioned has a Personal Trainer properly setup then this token provides the Personal Trainer signup link.

• {NUMCREDITS}- It provides the total number of CME credits.

• {CREDITSTYPE}- Its the type of the CME credits.

• {CERTIFICATEURL}- Provides the CME certificate URL.

• {ORGANIZATION_INVITED_BY_NAME}- It is the Name of the user who owns the organization and invites other members to it.

• {ORGANIZATION_NAME}- It is the name of the Organization.

• {QA_QUESTION_LINK}- It displays a link to view the Q&A Question.

• {QA_QUESTION_ID}- It is the Q&A Question ID.

• {QA_OLD_STATUS}- It is the old status of the Q&A Question.

• {QA_NEW_STATUS}- It is  the new status of the Q&A Question.

• {QA_STEM} - It is the stem part of the Q&A Question.

• {QA_QUESTION}- It is the Question part of the Q&A Question.

After completing all the relevant fields, click on Save button to save the Email Template. If you want to delete the Email Template for any reason, click Delete (it cannot be undone later).

Email Schedules:

Some Email Templates are "Scheduled", this means they are not sent out as a direct result of user interaction (e.g. Change Password, Purchase Product), but instead are based on a date, or a number of days from a target date (e.g.  # of days from CME Expiration), as well as related to a product purchase or other piece of data in myMedStudy's system. 

CME Reminder Emails are automated and require one or more schedules be setup.  For CME Reminders, it's ok to leave most of the fields blank in the Schedule.  The most important part is to set the number of days before or after the target date.  In this case, the "Target Date" relates to the CME Expiration date.  Therefore, if you wanted to make sure a CME reminder got sent out to someone when their CME is going to expire in 30 days, you would enter 30 in the number of days input, and select Before Target Date.  See here:

The only other Automated Email currently in the system is the Custom Email.  This one is a bit more involved than the CME reminders, as it requires an "audience" to be selected. As well, Custom Emails currently do not support the "Days before Target Day" and "Days after Target Day", you must specify an exact date on which to send the email. 

Setting up a Custom Email Template:

1. The first thing to do is to choose "Send on Date" from the dropdown.

2. Next, enter the date that you want the email to be sent.  This should be entered in the format of:  DD/MM/YYYY.  

3. Next, we need to select the "Audience".  There are a few ways of setting the audience. 

• Based on Product / Sku.  In this case, you can choose to send an email to all users who have purchased a product or SKU.  To Do this, start by entering the SKU and clicking the blue "Search" button.  You will see a list of all products that match.  Once you have found the product you're interested in, you can choose All Skus in this product, or Only this Sku.  If you choose All Skus, then the email will be sent to anyone who has purchased any Sku in that product.  (This is applicable to products with more than one Sku, such as Q&A Premium 3 month and Q&A Premium 12 month).  If you choose only that single Sku, then only users who have purchased that specific item will receive the email.  

• Base on a comma separated list of myMedStudy Account Ids.  If only this list is provided, the email will be sent to all users with ID values in the list. 

• A combination of Skus and Account Ids.  This is an unlikely use case, but it exists none-the-less.  If you wanted to only send the email to a subset of users who *may* have purchased an item, then you can enter both a Product / SKU, as well as a list of Account Ids.  Not that this always acts as a "negative addition", meaning it won't add the list of account Ids to those who match the SKU / Product, instead it filters out the users.

4. If the SKU / Product chosen is an online product, then you have the option to Modify the audience to suit the needs of the email template:

• Active Users Only - Selecting this box ensures only currently active users of an online product receive the email.  For online products, this means all users who have Activated their product and who's product has not yet expired. Users with expired products, or those with free-trials products**, will not receive the email.  This might be useful for encouraging continued use of our products.

• Expired Users Only - Selecting this box ensures only users who had purchased the product, but allowed their online subscription to expire, will receive the email.  Those how have tried the product and allowed their trial to expire will not receive the email.** This might be useful for marketing to people to get them to come back to us.

• Trial Users Only - Selecting this box ensures only current Trial Users of the application will receive the email.  This would be useful for marketing to these users to get them to buy the full product

• **Include Trial Users - This modifier works with Active Users Only and Expired Users Only, and ensures that we don't only include those who have purchased the product, but also those who have used the product on a free trial basis.

Once you have setup a Custom Email Schedule, please be sure you Save the Email Template straight away.  The Schedule will not be saved on its own.  

To Send a Custom Email Schedule Now:  

You are able to manually send a Custom Email Schedule:

• First, you want to be sure that the Send On Date matches today's Date.  If it does not, the email will not send. 

• Next, you want to be sure you have saved the Email Template.  

• Finally, click the "Send Now" button.  So long as the date matches, the email will be sent to the intended audience.