Summary

This article covers various ways to customize email templates using style tags, context keys, adding company logos, and more. 

Table of Contents

• Customizing Email Templates
• Recommended Steps
  • Randomization & Trial Supply Management Email Notification System
  • Status Email Notification System
  • User Administration Notification System
• Edit Email Templates
  • Email Template Structure
  • Example
  • Complete Site Form in Trial Manager
  • Add a Company Logo to the Template
  • Add New Rows to the Template
  • Update Email Preferred Language

Customizing Email Templates

Fountayn customers can customize the email templates associated with their User Administration notifications, Randomization & Trial Supply Management (RTSM) email notifications and status email notifications. While editing the email template files is the same regardless of the email notification system, the steps necessary for file management and the features available vary from system to system. This guide presents the steps necessary to customize email templates for each email notification system.

Recommended Steps

Randomization & Trial Supply Management Email Notification System

1. Visit the Randomization & Trial Supply Management templates page to become acquainted with the available email templates.
2. Review how to work with template files to learn how to access, download, upload and delete the email files.
3. Follow the step-by-step instructions for editing email templates.

Status Email Notification System

1. Visit the Status email templates page to become acquainted with the available email templates.
2. Review how to work with template files to learn how to access, download, upload and delete the email files.
3. Follow the step-by-step instructions for editing email templates.

User Administration Notification System

1. Visit the templates page to become acquainted with the available email templates.
2. Review how to work with template files to learn how to access, download, upload and delete the email files.
3. Follow the step-by-step instructions for editing email templates.

Edit Email Templates

If you only need to make small changes to the existing text within an email template, the sections for Randomization & Trial Supply Management, Status Email Notification and User Administration email templates highlight the portions that can be easily edited. This section presents the steps necessary to add new sections to an email template and to change the logo image in an email template.

Email Template Structure

All email templates are written in HTML and are comprised of different table-related tags and style tags. Opening tags are made up of two chevrons (‘<’ and ‘>’) and a label name. Closing tags are made up of two chevrons (‘<’ and ‘>’), a ‘/’ and a label name. For example, the opening and closing tags to represent a table would be <table> and </table>. This section describes the tags commonly used in email templates. It also presents each tag’s commonly used attributes. When used, these attributes are contained inside the opening tag of the element as shown in the example.

<table>

<tr>Each <tr> tag represents the start of a new row inside a table. Each row is further divided into data cells with the <td> tag.

Common Attributes

 
<td>Each <td> tag represents a data cell within a row. The actual text displayed in the final email template is defined within opening <td> and closing </td> tags.

Common Attributes

For a more complete list of table tags and their available attributes, you can visit the following website, which is not associated with Fountayn in any way: http://www.w3schools.com/html/html_tables.asp

<br>

Break tags are used to indicate line breaks. There are no attributes associated with this tag, and no closing tag is needed.

<font>

All text within the opening and closing <font> tags will take on the style defined by the <font> tag’s common attributes.

Note: The default text size, face and color are 3, Times New Roman and black respectively. This tag only needs to be used when the default settings are not desired. 

Common Attributes

Style Tags Different style tags can be used around text to change its appearance.

Common Style Tags

Context Keys

Context Keys are used to reference information related to a study. These keys always begin with a dollar sign ($) and are case-sensitive. A list of context keys for the Randomization & Trial Supply Management, PMS and User Administration email templates are available on each corresponding email template page and should be referenced when trying to understand the uses for each context key.

All context keys in the email templates need to be copied exactly to prevent errors related to accessing the information from the server. 

Example

In the following Randomization & Trial Supply Management product example, a table is defined with two rows. The table’s border width is set to zero to prevent a border from showing around the table. Its width is set to 100% so that it spans the entire width of the email. The first row in the table contains two columns with the content, “Study:” and “$!{applicationName},” respectively. The second row contains a single data cell that spans two rows since the attribute ‘colspan’ is set to 2. The data cell contains the statement, “Requisition Number (Customer Ref(s)):” followed by the context key, $shipment.getDisplayID(). The entire line of text is also bold due to the opening and closing <b> tags.

Complete Site Form in Trial Manager

Email templates often pull information from the Site form within the Trial Manager. This information is accessible through predefined context keys as explained below. To assure that all emails are displayed properly, it is recommended that you complete the Site form.

1. In the Trial Manager, select the site that will use the email template.
2. Complete the Site form.
   
   

3. Click the ‘Save Form’ button. The following is a list of fields from the Site Form and their corresponding context keys that can be used in certain email templates.

• Site Name — $siteName
• Street Address Line 1 — $addressLine1
• Street Address Line 2 — $addressLine2
• Suite/Office/Floor — $addressLine3
• City — $addressLine4
• State/Province — $addressLine4
• Postal Code — $addressLine4
• Country — $addressLine4
• Phone Number — $phoneNumber
• Fax Number — $!{faxNumber}
  
  

Note: As shown above, $addressLine4 corresponds to information from several fields.

Add a Company Logo to the Template

By default, all email templates use the Fountayn logo. This section describes the steps necessary to replace this logo.

1. In the File Manager, upload the new logo image with the permission for the file set to ‘Public.’
   
   

2. Click the ‘Save’ button.
3. Copy the complete link address for the image. Depending on your browser, this step can be 
   performed in different ways. For all browsers, right click the link to the image in the File Manager and do one of the following:

• If using Google Chrome, select ‘Copy Link Address.’
• If using Firefox, select ‘Copy Link Location.’
• If using Microsoft Edge, select ‘Copy shortcut.’

4. Load the email template in a text editor such as Textpad or Notepad++.
5. Locate the <img> tag near the top of the file that looks like the following:
   
   

<img src='$logoImage'>

6. In place of $logoImage, paste the link address of the logo image file that you copied in step 2.

<img src="https://your.image.link.here">

Add New Rows to the Template

Each email template has its own list of acceptable, predefined context keys. Refer to these lists on the Randomization & Trial Supply Management, PMS and User Administration email template pages. Additional context keys can also be defined for Randomization & Trail Supply Management-related email templates.

A good practice when adding new rows is to copy an existing row that resembles what you want to add. 

1. After loading the email template in a text editor such as Textpad or Notepad++, locate the place where you would like to add a new row to the table.

Example: For the Activation template in the Randomization & Trial Supply Management product, we could add the name of the person who performed the randomization. A good location for this could be after the Randomization Date.

2. Enter the following code to add a new, blank row to an existing table.

<tr></tr>

<tr>
<td align="right"></td><td></td>
</tr>

<tr>
    <td align= “right”>
       Randomization Performed by:
    </td>
    <td>
        $context.getResolvableVariables().getVariable("ACTIVATION_fullName")
    </td>
</tr>