Would you like all AssetSonar alerts and emails to include more detail about your company? Maybe you prefer your internal communications to have more of a personal flair or want to direct employees to the next steps related to a particular event. To this end, you can create custom email templates in AssetSonar to modify your email-based communication with your staff. These templates can be used for actions that generate emails for your AssetSonar account and users.
To enable this setting, go to Settings → Add Ons → Email Templates and click ‘Enabled’.
- The Alerts page
- The Email Templates page
- Adding a new template
- Editing previously customized templates
- Switching between custom templates
- Customizable email template for date alerts
- Alerts and Members
1. The Alerts page
This is where you manage the Alert settings. To access, go to Left Navigation bar → More → Alerts.
You can choose email formats — for each subscribed event or just a cumulative digest summing up a recipient’s daily AssetSonar activities. You can subscribe to events by checking the boxes under alert types for ‘Actions that Generate Emails’.
Note: Customization does not apply for email digests, which is why you will have to have ‘Email for each subscribed event’ checked.
You can also select the groups and locations you would like to send Alerts out for.
2. The Email Templates page
On the Alerts page, you’ll see a list of Alert types followed by their email templates. Simply click ‘+’ to get started with creating a customized email template (See image below).
Alternatively, to access all email templates for Alerts, you can go to the Email Templates page by clicking on the Email Templates button as highlighted.
Once on the Email Templates page, you can also filter templates according to their action types.
Here, you can either add a new email template or edit a template you’ve previously customized (explained in the sections below).
3. Adding a new template
If you click the ‘Add Template’ button on the Email Templates page, you will get an overlay prompting you to build your custom template.
Here, you can configure the details for the new email template. For instance, the subject that will appear in all internal communications, and Template Type — the action upon which the Alert will be created (see image below). Hit ‘Create Template’ once done.
You can also use placeholders to draft very specific emails for your staff. These contain dynamic data such as Asset Name, Member, Check-in Due Date, etc. Of course, these will be different for each template type. For a list of all possible placeholder options in AssetSonar Alerts, click here.
Note: Choosing the ‘Custom Attribute Values’ placeholder will include all custom attributes associated with a particular item in the email.
4. Editing previously customized templates
Clicking on an already existing template e.g. ‘Retiring Assets’ on the Email Templates page allows you to access the Template Detail page. Once the Template Details page opens up, simply click on the ‘Edit’ button at the top left. You can also delete the template if necessary and switch to the original default template.
5. Switching between custom templates
If you have multiple templates for a particular action, you can easily switch between them by clicking on the drop-down menu in Alerts.
6. Customizable email template for date alerts
You can also customize email templates for the ‘Date Alert’ custom field. To create this, go to More → Custom Fields → Add Custom Field, then choose the Alert as follows:
You can now add a new email template and choose the relevant custom field from the ‘Template Type’ drop-down to begin customizing your email.
7. Alerts and Members
All confirmed members receive emails based on their selected actions of interest, for example, checkout, check-in, etc. Staff Users receive emails they’ve subscribed to only when they’re involved in the action, whereas Administrators receive emails for all actions across the company. For more details, click here.
Read more: Types of Alerts in AssetSonar