Working with Administrative Message Templates
When you take certain group-related actions as an administrator, the system sends email or Message Center notifications to other users of the portal.
For these messages the system stores boilerplate text known as templates. In some cases you have the option of tailoring a particular message before it is sent, but it’s still a good idea to maintain templates with acceptable general text. The system installs templates for you, and you can modify them if appropriate.
Note that the system will honor the following variables in the template text:
@@GroupName—Will be replaced with the name of the group.
@@GroupWebAddress—Will be replaced with a link to the group context; however, note that this variable can be used only after the group has been created and before the group has been deleted (otherwise, the group would not have a web address). So, for example, of the administrative message templates available, Campus Group Application Accepted is probably the only one where you would use the @@GroupWebAddress variable.
With all messages, the system will first attempt to send the notification to a user’s preferred email addresses. If the person does not have a valid email address, or if it is an email address to which the system cannot deliver, the message will be sent to the user’s Message Center. If this happens, the system will also display a message letting you know that that’s how the notification was sent.
The available message templates are described below.
Name of template | Description | Modifiable on a case-by-case basis? |
|---|---|---|
New Group Application Confirmation | Sent to let a user know that their application to create a new campus group has been received and will be reviewed. | No |
Campus Group Application Accepted | Sent to a user when their application to create a new campus group is approved. | Yes |
Campus Group Application Declined | Sent to a user when their application to create a new campus group is declined. | No |
Existing Group Deleted | Sent to users when the group that they belong to is deleted. | Yes |
The system also includes templates that are specific to particular groups—for example, for messages sent when a user is accepted into a specific group or dropped from it. These are managed at the group level and are described in Working with Message Templates for a Group.
To review and modify administrative message templates:
Log in to the portal and navigate to the Manage Groups screen, as described in Navigate to the Manage Groups Screen.
Click Edit outgoing messages.
The system displays a screen that lets you review and edit all four message templates.
Make any changes necessary.
Click Save changes.