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Creating an Assessment Manager Email Template

To customize the content of the automatically generated emails of a specific type, follow these steps:

1. From the left side of the page, click the Assessment Manager icon and then navigate to Admin (1) > Email Templates (2).

NOTE: You must have Administrator Role privileges defined on the “Add User” page in order to see the Admin item in the main menu.

2. Click Create e-mail Template.

3. In the “Create Email Templates” page, fill in the following fields:

  • Template Name: Enter the name of the customized email Template. The name is used to refer to the Template internally on the “E-mail Templates page”. It is not included into the content visible to the recipient.

     
  • Notification Type: Select one of the several categories available for customization: “Acceptance Assessment Owner,” ”Approval Approver,” or “Survey Respondent.” For more details about when emails from which category are sent to what kind of recipients, refer to the previous Customizing automated emails section.

     
  • Logo: Specify the URL of your company logo that you want to include into the email. Your company logo will substitute the default TrustArc logo.

    NOTES:

     
    • If you have uploaded a company logo into your account, then a company logo URL will be pre-populated in the Company Logo URL field.

       
    • The email will include an HTML reference to your company logo hosted on your company’s web site. If the Recipient is using email software that is configured not to download images for privacy reasons, he/she will need to explicitly download the email images in order to see the logo.

       
  • Custom From: You can optionally add a “From” name that you want to appear as the sender, for example, “<Company Name> Privacy Office.”

     
  • Reply To: You can optionally add an e-mail address that would be used for reply if users choose to reply to the e-mail, for example, “privacy@company.com.”

     
  • Subject: This will be the Subject of the email.

     
  • Message: Enter the content of the email here.

4. Customize the automated email content in the “Message” field.

You can customize the email content with HTML formatting such as custom fonts, colors, and font styles.

NOTE: When you click on a button to change the selected text color, you will be prompted to select from two separate sets of colors – one for the text background and the other for the text foreground. If you want to change the foreground color, make sure you select the color from the foreground set of colors.

You should clear the text selection after picking the color by clicking anywhere inside the content to see how the color was applied.

You can also add HTML links…

…or customize HTML content manually by switching to “Code View:”

5. Add macros to the “Message” template where appropriate.

TrustArc Assessment Manager allows you to insert system-specific macros, i.e., special sets of characters, that are automatically substituted with Assessment-specific metadata when generating emails related to a specific Assessment.

To view the list of the available macros and to insert them into the appropriate place in the Email Template, expand the “Insert Macros” list and select the appropriate macro.

The screenshot below illustrates how all types of the available macros display when inserted into content.

Note that the “Company Logo” macro is displayed as an image rather than as sequences of characters.

Below is a more detailed description of some macro types:

  • Account Name: The name of your company’s account in the Assessment Manager. The Account Name is taken from your Account Information page.

     
  • Assessment Name: The name of the associated Assessment, which is taken from the Create New/Edit Assessment page (2).
  • Assessment Description: The description of the associated Assessment, which is taken from the Create New/Edit Assessment page (3).

     
  • Assessment Owner: The full name of the Assessment Owner of the associated Assessment, which is taken from the Create New/Edit Assessment page (4).

     
  • Assessment Owner email address: The system-registered email address of the Assessment Owner of the associated Assessment.

     
  • Respondent First Name: The first name of the Survey Respondent to whom the email is sent. If the email is sent to the Survey Respondent, the ${fm_respondentFirstName} macro resolves to the first name of the e-mail recipient. Different Survey sections could be assigned to different Respondents. If the email is sent to an Assessment Owner or an Approver, the ${fm_respondentFirstName} macro resolves to the default Assessment Respondent’s first name (5).

     
  • Respondent Last Name: The last name of the Survey Respondent to whom the email is sent. If the email is sent to the Survey Respondent, the ${fm_respondentLastName} macro resolves to the last name of the e-mail recipient. Different Survey sections could be assigned to different Respondents. If the email is sent to an Assessment Owner or an Approver, the ${fm_respondentLastName} macro resolves to the default Assessment Respondent’s last name (6).

     
  • Company Logo: The company logo image, which is downloaded from the URL specified in the “Company Logo URL” field on the “New e-mail Template” page.

    NOTE: The email will include an HTML reference to your company logo hosted on your company’s web site – not the logo image itself. If the Recipient is using email software that is configured not to download images for privacy reasons, he/she will need to explicitly request download the email images in order to see the logo.

6. Once you fill all required fields, you will be able to click Preview.

The Preview button allows you to preview how the content of the email would appear to the recipient after the email is sent.

NOTE: Since the Email Template in Preview mode is not associated with any existing Assessment, some of the macros that depend on the Assessment-specific metadata will not resolve and will rather be replaced with the corresponding placeholders in square brackets. These placeholders will be substituted with the actual Assessment metadata once the Email Template is activated and a new Assessment is created in the system.

Click Close Preview to return back to the Template editing mode.

7. Once you fill all required fields, you will be able to click Save to save your newly created Email Template.