Creating and exporting mail templates

In Developer Studio, you can generate the email templates associated with a particular form by exporting the form as a mail template by choosing the Mail Template option or by right-clicking any form and selecting the Export Mail Template option. The templates are generated as text files.

You can modify the templates in a text editor so that they are in a different format and include all necessary specifications. You can also create your own custom template by using any text editor.

The mail template displays all of the fields that are visible in the selected view and that all users have permission to update. Therefore, make sure that all fields that require a value are visible in the selected view and that the Allow Any User To Submit check box is selected before performing the following procedure. The Export operation generates fields in the same order as in the default administrator view of the form. 

Hidden fields are omitted from templates even though they might have public permissions and are set to enable any user to submit. You can add any of the fields that are not exported to the template. The user can gain access to these fields if their security key, supplied user information, or their email address connects to the correct user name and depending on how the mailbox was configured. If the username used by the Email Enginehas access to this field, then the field is accessible.

Related topic

Enabling-users-to-interact-with-AR-System-through-email

To export mail templates

  1. Log in to Developer Studioas an administrator.
  2. In the AR System Navigator, right-click serverName, and choose Export > Mail Template. 
    75dsExportMailTemplate.gif
  3. In the Export Mail Template dialog box, click the ellipsis (...) button next to the Form field.
  4. In the Form Selector dialog box, select the form for which you want to generate mail templates, and click OK.
  5. In the Export Mail Template dialog box, perform the following actions:
    1. In the View Details table, select the views your want to use in the template.
    2. Click the ellipsis (...) button next to the To File field to specify the file name and location where you want the templates stored.
      If you specify an existing folder and file name, you have two choices:
      • Overwrite—Overwrites the mail template of an existing file. This option is useful when you are re-exporting a template that has changed.
      • Append—Appends the contents to an existing file. If several templates are in a single file, the mail processor will not be able to process the request.
        The template is saved as a single text file with an *.arm extension. Using the AR System Email Templates form, users can associate these files with their mail messages.

The following example shows an email template exported by using Developer Studio:

#
#  File exported Fri Apr 30 09:54:36 2004
#
Schema: HD Email
Server: POLYCARP.eng.bmc.com
Login:
Password:
Action: Submit
# Values: Submit, Query
Format: Short
# Values: Short, Full

In general, lines beginning with a pound sign (#) are treated as comments and can occur anywhere in the message. Comments are optional and can be retained or deleted.

 

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