Outgoing Emails

You can send out customized emails from 12d Synergy to notify users about important information or changes. While details such as the company logo, header, and footer of an email are generally the same, details such as sender’s name, date, receiver’s name, etc. will keep varying. All these attributes of an email are called variables, and these can be used for building a customisable email template.

You can create email templates that match different events and customise them with the required variables and text. When the event occurs and if the user has requested to be notified of the changes, then these templates are sent out as emails to the required stakeholders.

While each event can be notified to users via emails, you also have an option to send a summarised email of events that happen between a set interval. This summarised email is called an Email Digest. You can configure the events and their specifics that should be included in an Email Digest. If you do not opt in to Email Digests, or no digest template is defined for that email type, then the emails are sent to users as individual emails using the template defined for each email. 

1.1. How to Set Up Outgoing Email

You (as an Administrator) can set up the email server to be able to send outgoing emails.

1. In the 12d Synergy Administration application, select the Emails tab > Email Server tab.
   
   
   
2. Enter the following details:
   

   Detail	Description Value
   Default Mail Address	The email address from which outgoing emails will be sent
   Mail Server	The address of the server used to send emails
   SMTP Port	Used if your SMTP server uses a non-standard SMTP port
   Secure SMTP	Used if your SMTP Server uses a secure SMTP port Default value: No
   SMTP User	Used if your SMTP server requires authentication to send emails
   SMTP Password	Used if your SMTP server requires authentication to send emails
   Email Send Mode	Whether to send individual emails to all users or a single group email that includes all users as recipients  Default value: Individual
   Email Digest for all users	This feature is available in 12d Synergy version 5.1.7. Whether or not to summarise emails and send email digests instead of individual update emails. This option comes into play only when the Email Send Mode list is set to the Individual option. Default value: Optional  If the value for this list is set to Always Digest, then all users will be sent email digests.  If the value is set to Optional, then a user can turn on the email digests feature by selecting the Change Job icon button > Servers button in 12d Synergy prompt > Request Email Digests where available check box in Edit Servers window.
   Digest Interval (in minutes)	Time interval for sending email digests. After every set number of minutes, all individual emails are collated and sent as one email digest.  Default value: 10 minutes

3. Click the Save Settings button.

1.2. How to Use an Outgoing Template

1. In the 12d Synergy Administration application, select the Emails tab > Outgoing Templates tab.
2. Select the predefined template that suits the event for which you want to create an email template.
   The template is displayed in the right panel.
   
   
   You can choose to use the existing template or make changes to it.
3. Do one of the following:
   • To use the existing template, click the Save button.
   • To edit the template, do the following:
     1. Click the Edit Body button.
        The Email Template Editor is displayed.
        
        
        
     2. Make the necessary changes to the template in the editor. You can add more variables to the template. Place the cursor at the point where you want to enter the variable and click the required variable from the Variables panel on the right.
        
        The description for a selected variable in the Variables panel is displayed in the below panel. 
     3. Click the Set button.
        The updated template is displayed in the Outgoing Templates tab.
     4. Click the Save button.
        The template is now ready for use. It is triggered whenever the event for which it has been created occurs. If you have set up this event to be a part of the email digest, then the template digest is a part of the email digest when this event is triggered. It is now ready for use in any custom scripts or workflows.

1.3. How to Create a Customised Outgoing Template

1. In the 12d Synergy Administration application, select the Emails tab > Outgoing Templates tab.
2. Click the button.
   The Email Template Editor is displayed.
   
   
   
3. You can add customised text to the email in the space where it says Write your email content here.
4. You can add more variables in your content by placing the cursor where you want to add the variable and clicking the required variable from the Variables panel.
   
   
   

   The description for a selected variable in the Variables panel is displayed in the below panel.

5. If you have set up the Email Digest feature for your users, and you wish to include the selected event (or template) in the email digest, then do the following:
   1. Click the Edit Digest button.
      The Email Template Editor is displayed.
      
      
      
   2. Click the Insert Variable button.
      The Pick a Variable window is displayed.
      
      
      
   3. Double-click the required variable or select it and click the Select button.
      The selected variable is displayed in the Email Template Editor window. 
   4. Repeat step c to add more variable to the Email Template Editor window. The content of this editor will be the content of your Email Digest, if the selected event occurs.
      
      
      
   5. Click the Set button.
      The created variable expression is displayed against the Template Digest field for the selected event in the Outgoing Templates tab.
       
6. Click the Set button.
   The new template is displayed as a New template under Custom in the tree structure in the Outgoing Templates tab.
7. Select the New template under Custom in the tree structure.
   
   
   
8. Do the following in the right panel:
   1. Enter a new name for the template in the Template name box.
   2. Enter the subject for the mail template in the Template subject box.
9. Click the Save button.
   The template is now ready for use. It is triggered whenever the event for which it has been created occurs. It is now ready for use in any custom scripts or workflows.

1.4. Logic in Templates

Email templates also allow some conditional logic to help customize the output of emails. This is especially useful for Task emails, when you may wish to display different information to the task assignee, rather than the CC’s.

All logic commands are placed in [[ ]]

1.5. If Statements

You can choose to print something to the email template based on conditions, using If and Else If statements

For example,

[[if $AssignedToName = $To_Name]]

You are the assignee!

[[else]]

You are not the assignee!

[[endif]]

If statements can also use Boolean Logic

[[if $AssignedTo = “Design Engineer” OR $AssignedTo = “Surveyor”]]

This is assigned to a designer or surveyor

[[elseif $AssignedTo != “Project Manager”]]

This is not assigned to the project manager, or design engineer, or surveyor.

[[endif]]

Note: If statements can also be nested.

1.6. Link Statements

Rather than using HTML, you can simply specify links using the [[link]] command. This takes the syntax:

[[link link=”the url here” name=”the name to display here]]