IBM Support

Kenexa Employee Voice: Create an Email Template

Question & Answer


Question

How do I create an email template?

Answer

(1) Select Manage email templates from the Employee Voice main menu or select the Manage email templates tile on Employee Voice homepage. This launches the Manage Email Templates landing page.

The landing page contains the following items.

· Create New – Used to add a new email template.

· Total Number – Lists the number of templates available.

· Sort by – Used to filter the available templates by date or alphabetically by template name.

· Tiles for each available template.


(2) Select Create New to create a new email template.

(3) Complete the following required fields.

(4) Compose your message in the Message text box.


Important: HTML tags must be used for line breaks and new paragraphs.

When doing this, basic HTML coding is needed to create page breaks or add bolding, italics and other font attributes to text.



Below is our recommended best practice for creating survey emails in EV:
· Enter your text and html tags in in Notepad first
· Then save your file with the extension .html
· When you go to open your .html file, it will open in your web browser with the tags applied, so you can ‘preview’ your coding.
· If you need to tweak your code, go back to your Notepad, make your updates, and resave.
· Once your text is appearing as intended, you can copy and paste it into the email Message field.

Below is an example of how the email template is written in Manage Email Templates and how the survey participant will see the email.

In Manage Email Templates:


Email Received:


Below are a few examples of how to use HTML for simple formatting changes:

Page Breaks: <br/>
-This is used to move to the next line.

Bolding: <b> Example
-This will bold the text.
Unbold: </b>
-After bolding the text, to stop this action, you will have to add </b> where you would like it to end.

Italics: <i> Example
-This will italicize the text.
Un-italics: </i>
-After italizing the text, to stop this action, you will have to add </i> where you would like it to end.

Underline: <u> Example
-This will underline the text.
Un-Underline: </u>
-After underlining the text, to stop this action, you will have to add </u> where you would like it to end.

Font style and size: <span style="font-family: arial; font-size: 14px"> Item Text </span>

If you are looking for additional assistance with HTML, please click here.


To pull in survey participant variables:

(5) Right-click the plus + icon for each applicable variable. The General variables window opens.


Note: When the email template is sent, the template variables auto-populate for each of your survey recipients.




Note: General Variables are specific for either Survey or Reporting. If an invalid variable is used when you create the template, the following error will occur when you request a test email to be sent. EXAMPLE: Admin adds Company Name to a template containing the URL and Expiry date.





To avoid this, please make sure you use the correct variables as listed below.

Used for Survey Invitations and Reminders:
First Name: @@User.FirstName@@
Survey URL: @@surveyLink@@
Survey Close Date: @@ExpiryDate@@

Used for Reporting Invitations:
Last Name: @User.LastName@@
Organization Name: @@COMPANY_NAME@@
Survey Name: @@SurveyName@@
Username: @@UserUsername@@
Reporting Link: @@ReportingLink@@
Forgot Password Link: @@FORGOT_PASSWORD_URL@@

6. Move and delete the template variables within the Message text box until you are satisfied with the template format.


7. Select Save to save your template or Cancel to discard your template.

To Preview an email template:

10. Select the Preview icon on the email tile you wish to preview. A preview popup window opens showing a preview of your email template.

11. If you are satisfied with your template, select Close.

12. To edit your template, select Edit.

[{"Product":{"code":"SSXP7X","label":"Kenexa Employee Voice"},"Business Unit":{"code":"BU059","label":"IBM Software w\/o TPS"},"Component":"--","Platform":[{"code":"PF025","label":"Platform Independent"}],"Version":"Version Independent","Edition":"","Line of Business":{"code":"LOB27","label":"Talent Management Solutions"}},{"Product":{"code":"SSXP7X","label":"Kenexa Employee Voice"},"Business Unit":{"code":"BU059","label":"IBM Software w\/o TPS"},"Component":" ","Platform":[{"code":"","label":""}],"Version":"","Edition":"","Line of Business":{"code":"LOB27","label":"Talent Management Solutions"}}]

Document Information

Modified date:
17 June 2018

UID

swg22002563