Emails

Emails
	Chapter 5. PA Administration

In the client settings an administrator must have setup an email account that the system can use for sending and reading emails. In the settings, there can also be defined a standard header for emails that is part of the standard email templates and which you can also use when defining your own email templates.

Sent emails

Here you can see a list of all emails that you or the system has sent in the module "PA-Administration". You can open each email and download the attachments.

Received emails

Here you can see a list of all emails that you or the system has received in the module "PA-Administration". You can open each email and download the attachments.

	Important
	You need to start the reading of the emails from the email account manually by clicking in the icon "Receive emails" on top of the list of received emails.

The main reason for this functionality is to check if any emails that the system has sent, bounced back due to any wrong email receiver addresses.

Email templates

Here you can define your own language specific email templates in order to replace the standard templates provided by the system. If the system cannot find an email template for the specific action and in the desired language, it will use the standard template that is hard coded in the system.

In order to do so you need to have some know how about HTML and a script language called "Liquid" which enables you to:

insert variables into the page, e.g. to set up an address header or to insert the name of the receiver into the text
Do some basic programming like loops over a list of elements (e.g. invoice items)

You need to read the following small manual carefully in order to design your own emails.

Tip

You can find a complete overview on the usage of "Liquid" for designers under

http://wiki.github.com/tobi/liquid/liquid-for-designers

Creation of a new email template

The following fields indicate for which action the email template will be used and in which language.

Name: Select one of the names out of the list. Each of them is bound to a specific action when the system will send automatic emails
Language: Depending on the language of the receiver, the system will select the language specific template. If it cannot find one provided by the user, it will use the standard email template hard coded in the system
Description: This field is free for your use to give some description for the template. It has no functional impact.
Message: Here you must enter the email template in HTML format, mixed with variables and any processing instructions.

	Tip
	With the "source edit" button in the HTML editor field for the message, you can edit the HTML source code directly. This gives you far more possibilities to design your email template with all existing HTML elements.

The following variables exist for the following email actions. They can be introduced into your HTML email template with curly double brackets like {{header}}:

Table 5.1. available variables for designing email templates
Action	variable name	Description
Variables that are available for all email templates	`header`	HTML fragment which you can define under "Client Settings - Email".
	`names`	Names of the receivers
	`street`	Street of the receiver
	`houseno`	House number
	`zip`	Zip code of the receiver
	`city`	City of the receiver
	`country`	Country of the receiver
	`receiverlang`	Language code of the receiver (2 characters)
	`imgsrc`	This is a variable contains the path to the logo image of your client. Insert it into the HTML code the following way: <img src="{{imgsrc}}">
invoicing_avis_to_parents	`schoolyear`	The name of the schoolyear
	itemlist	a list of invoice items through which you must loop e.g. the following way: {% for item in itemlist %} {{item.date}} {{item.text}} {{item.amount}}<br> {% endfor %}
	`item.text`	Text of the invoice item
	`item.date_formatted`	Date
	`item.amount_fromatted`	Amount
	`item.accountdebit`	Debit account (= the debitor number of the invoice receiver)
	`item.accountcredit`	Credit account (stored in the service or service category)
	`item.currency`	Currency (defined in the Client settings)
	`item.costcenter`	Cost center (stored in the service or service category)
	`item.costcarrier`	Cost carrier (stored in the service or service category)
manual_email_to_parents	`text`	HTML fragment which is the text the user introduced when he wrote the manual email
service_confirmation_for_child, service_rejection_for_child, service_confirmation_for_parent, service_rejection_for_parent	`schoolyear`	The name of the schoolyear
	`childname`	The name of the child (not available in ..._for_parent)
	`dateofbirth`	Formatted date of birth of the child (not available in ..._for_parent)
	`service.name`	The name of the service
	`service.description`	A longer description
	`service.price_formatted`	Price
	`service.inscriptionfee_formatted`	Inscription fee
	`service.cancelationfee_formatted`	Cancelation fee
	`service.cancelationperiod`	Days for cancelation before the first courseday
	`service.coursenumber`	Number of the course / service
	`service.coursemonths`	Months during which the service / course takes place
	`service.timeweekday`	Time and exact day of the week
	`service.location`	The location
	`service.numberofdays`	How many days has the course
	`service.forclasses`	Children of which classes can participate
	`service.participantsmax`	Maximum of participants
	`service.participantsmin`	Minimum of participants
	`service.comment`	Comment
	service.evesmtrainers	a list of trainers assigned to the course, through which you can loop e.g. the following way: {% for trainer in service.evesmtrainers %} {{trainer.name}} {{trainer.surname}} {{trainer.email}}<br> {% endfor %}
	`trainer.name`
	`trainer.surname`
	`trainer.email`
	`trainer.mobile`
	service.evesmservicedates	a list of trainers assigned to the course, through which you can loop e.g. the following way: {% for day in service.evesmservicedates %} {{day.dateformatted}}, {% endfor %}
	`day.date_formatted`
service_participants_list_for_parent	`schoolyear`	Name of the schoolyear
	`service.*`	all fields like in service_confirmation
	`trainer.*`
	`day.*`
	participantslist	a list of trainers assigned to the course, through which you can loop e.g. the following way: {% for participant in participantslist %} {{participant.surname}} {{participant.name}}<br> {% endfor %}
	`participant.name`
	`participant.surname`

An example for the "invoicing_avis_to_parents" could look:

<style type="text/css">body, p, ol, ul {
  font-family: verdana, arial, helvetica, sans-serif;
  font-size:   12px;
  line-height: 16px;
}
th { 
  font-size: 12px;
  font-style:italic;
}
td {
  font-size: 12px;
}
</style>

<img src="{{imgsrc}}">
{{header}}

<p>To</p>
<p>
{{names}}<br>
{{street}} {{houseno}}<br>
{{zip}} {{city}}<br>
{{country}}<br>
</p>

<br>Dear {{names}}
,<br><br>
we send you a list of invoiceitems that we will invoice to you in about two weeks. If you find any error, please inform us.
<br><br>
<table>
<tbody>
<tr>
<th style="width: 100px; text-align: center;">Date</th>
<th style="width: 100px; text-align: right;">Amount</th>
<th>Text</th>
</tr>
{% for item in itemlist %}
<tr><td>{{item.date_formatted}}</td><td>{{item.amount_formatted}}</td><td>{{item.text}}</td></tr>
{% endfor %}
</tbody>
</table>
<br><br>
Best regards,
<br><br>your parents association.
<br><br>


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