Custom Message Templates

Custom Message Templates

This applies to Content Central Document Management System v7.0.

Custom Message Template Feature


Notifications via Email or Internal Message from Content Central can follow a configured format or template. This configured format is the Custom Message Template.

The Custom Message Template can be used for the following:
  • When a Content Central user perfoms the Email Action, the user can select a configured Cu*stom Message Template to use, so that the Recipient Email Address, Subject, Body of the Email and other email items can be based on the document in focus and its field values.
  • For Workflow Rules, a Workflow Actions 'Sending Internal Message' or 'Send Email', needs to be configured to follow the configured Custom Message Template.
  • For Approval Process, the Arrival Notification and Deadline Notification can be based on the Custom Message Template.

Custom Message Template


Custom Message Template can be configure in the Administration Page.

1. Login as Admin or member of the Administrators Group.
2. Go to Administration > Custom Message Template

Steps to Create or Modify Custom Message Template


Custom Message Template Settings

Enabled
  • If CHECKED, the Custom Message Template is visible and enabled.
Template Name
  • The unique name of the Custom Message Template.
Description
  • Optional detail or description for the Custom Message Template.
Message Type
  • If Internal, the template can be used to send as an Internal message to other users in Content Central.
  • If Email, the template can be used to send e-mails, using ‘Email’ Action.
Scope
  • If Global, the template will be available to all catalogs and document types.
  • If Document Type, the template will be available for the configured Catalog and Document Type.
Visibility
  • If User Access, the template will be visible to Content Central users in a template drop-down list when sending an e-mail.
  • If Workflow Access, the template will be visible for Workflow Actions only.
  • If User & Workflow Access, the template will be visible to Content Central Users and for Workflow Actions.
  • If Approval-Process Access, the template will be visible for Approval Process Notifications only.
Subject
  • The default subject for the Send Email Workflow Action that is using the custom message template.
  • Optionally, Message Template Codes (attached) may be used in the Subject of the email.
Body
  • The default body of the email for the Send Email Workflow Action that is using the custom message template.
  • Optionally, Message Template Codes (attached) may be used in the Body of the email.
Allow users to customize recipients
  • If CHECKED, when Email Action is performed, and the custom message template is selected, the Subject and Body of the email can be changed.  
  • If UNCHECKED, when Email Action is performed, and the custom message template is selected, the Subject and Body of the email can not be changed.

Steps to use 'User Access' Custom Message Template


1. Login as Admin, and create a Custom Message Template with the following Settings:
Scope: 'Global' or 'Document Type'
Visibility: 'User Access' or 'User & Workflow Access'
Set other settings based on your preference.

2. Login as user with SHARE permission to the configured Catalog and Document Type.
3. Navigate and retrieve a document in Content Central. Or, CHECK the document(s) in the Document List.
4. In the Actions Panel, select 'Email'.
5. In the Email pop-up, under 'Template', select a configured 'User Access' Custom Message Template.
6. Specific Email Items will be automatically populated based on the selected Custom Message Template.



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