Email Templates

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This section applies to both the Manage Email Templates link on the Manage Cycles page and the Email Templates link within a specific CAS and cycle.

In the Manage Email Templates page, you can access, edit, and activate the generic and global system-generated email templates, and in the Email Templates link within a specific CAS and cycle, you can access, edit, and activate the CAS- and cycle-specific, system-generated email templates. All these emails are triggered from application actions in the Applicant Portal, Letters by Liaison, and Management Portal, such as applicants creating an account, evaluators submitting an evaluation, and fee waivers being awarded.

Some email templates, such as the undelivered email templates, are standard for all CASs, accessible in the Management Portal, and can be used and customized by Operations. If a CAS activates a system-generated email template, the customized version under the CAS is used, not the template under Manage Email Templates.

Under Manage Email Templates, email templates are grouped by functionality and customization:

Global Templates: these emails are used for all CASs and cycles.
Message Templates: these emails are used for all CASs and cycles. They are also available in the Management Portal and can be customized by Operations.
OnHold Templates: these emails are used for all CASs and cycles. They are also available in the Management Portal and can be customized by Operations.
System Templates: these emails must be activated for each CAS and cycle. They are customizable for each CAS.
Undeliver Templates: these emails are used for all CASs and cycles. They are also available in the Management Portal and can be customized by Operations.

Use the search bar to quickly find email templates.

Activating Email Templates

Custom email templates currently in use for a CAS and cycle are listed on the Email Templates page under Active Templates; all inactive custom templates are under Inactive Templates. To activate a custom email template:

Go to Inactive Templates and click the Activate button.
In the window, click Activate to confirm your selection.

Once an email template is activated, you can edit it.

Editing Email Templates

To edit the internal name, subject, and excerpt that appears in the Notifications section of the application:

Go to Active Templates.
Click Edit, then Settings.
Enter the Name (the internal name of the email template), Subject (what the applicant or evaluator sees), and Excerpt. To use merge fields, such as the CAS name, refer to the merge field table below.
Click Save.

To edit the body of the email template:

Go to Active Templates.
Click Edit, then Contents.
Enter the new email body. Use the available options to format your text. To use merge fields, such as the CAS name, refer to the merge field table below.
Click Save.

You can use the upgraded email editor, BEE Editor, when editing the body of email templates. BEE Editor is an advanced email editor to create and customize email templates. Functionality includes:

Mobile-responsive email layout.
Adding images, social media links, and videos.

Note that BEE Editor is not available for all email templates, including those used in the Management Portal (e.g., undelivered emails).

To use BEE Editor,

Click Advanced Editor Available.
Click Start Converting.
Click Download to save the original email as a TXT file.
Click Launch Editor to use BEE Editor.

You can then paste the original email in the email editor. Review BEE's support page for step-by-step instructions in using the available email editor features.

Using Merge Fields

Merge fields enable you to customize the email template to a specific applicant, evaluator, and CAS. If you use the basic HTML email editor, refer to the table below to learn how to format merge fields and how they'll populate. You must match the exact formatting of the merge fields, including capitalization and spacing.

Field with example	Merge Field
CAS name (e.g., CASPA)	[CAS NAME]
CAS email (e.g., aacomas@liaisoncas.com)	[CAS EMAIL]
CAS phone (e.g., 123-456-7890)	[CAS PHONE]
CAS URL (e.g., https://oprescas.liaisoncas.com/applicant-ux/#/login)	[CAS URL]
CAS help center (e.g., https://help.liaisonedu.com/GradCAS_...nt_Help_Center)	[CAS_INSTRUCTIONS_FAQ]
CAS ID (e.g., 9876543210)	[CAS ID]
Applicant name (e.g., Joe Smith)	[APPLICANT NAME]
First name (e.g., Joe)	[FirstName]
Middle name (e.g., David)	[MiddleName]
Last name (e.g., Smith)	[LastName]
Reference name (e.g., Randi Reviewer)	[REFERENCE NAME]
Reference email (e.g., randi@reviewer.edu) This is only used for the Evaluation Request Email Failed email template.	[REFERENCE EMAIL]
Organization Name (e.g., University of Wisconsin Madison) This is only used for the Evaluation Request Sent email template.	[Org Name]
Program name (e.g., Master of Athletic Training) This is only used for the Evaluation Request Sent email template.	[Program Name]
Recommendation due date (selected by the applicant) (e.g., May 28, 2020) This is only used for the Evaluation Request Sent, Recommendation Request Sent, and Reference Request Sent email templates.	[Deadline]
Recommendation personal message (entered by the applicant) (e.g., "Please complete this recommendation by June 1. This is my top program!") This is only used for the Evaluation Request Sent, Recommendation Request Sent, and Reference Request Sent email templates.	[Personal Message]
College name (e.g., University of Rochester)	[COLLEGE NAME]
School name (e.g., The College of William & Mary) This is only used for undelivered emails.	[SCHOOL NAME]
Program name (e.g., Master of Athletic Training) This is only used for the Deadline Reminder email template.	[PROGRAM NAME]
Program deadline (e.g., August 10, 2019) This is only used for the Deadline Reminder email template.	[Dead Line]