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Email Templates

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This function is accessible from the assessment list menu (for emails that pertain to the current assessment) and from the main menu, that shows all emails, including a small number that are not assessment related.

All Email templates are listed in this section.  Emails can be fully customized and branded by you.  You can (and should) make them come from your organization by setting up login details (on the Settings form) to your organizations SMTP server.  (Read here for more information on how to achieve this.)

Email_Templates.png

  1. The Assessment this email template is attached to.  If the email is not attached to an assessment (e.g. the change password email template) then select  --- Global ---
  2. The Email Type (as specified in the table below).
  3. The Subject line of the email.  The subject may contain merge strings in the format of the table below.
  4. The number of days after Response Create only appears on Uto Reminder emails.  You can have multiple reminder emails, each specified with a different number of days.
  5. The Customer Type for this email template. If selected, this value must match the Customer type on the response.  This allows you to word your email differently depending on the Customer Type.  Read more about Customer Types)
  6. The text of the email. The text will normally include a link for the respondent to enter the assessment – and is denoted {ResponseLink}  You have a full HTML editor to format the email exactly how you wish, including images.
  7. The Merge Fields button lists all of the available merge fields for this email type.  Selecting a merge string will insert the formatted merge string where the cursor currently is in the text.

 

The available merge fields for all template types are:

 

Merge String

Comments

{Response.FirstName} or {FirstName} 

First Name

{Response.LastName} or {LastName}

Last Name

{Response.BusinessName} or {BusinessName}

Business Name

 

Others Merge Strings are dependent on the type and are documented below.

Email Types for Responses

All of these email types are linked to an assessment.

Email Type

Generated when:

Welcome

A response is created. If the response is created using the Response Add or CSV upload, the email is sent immediately.  If a response is created automatically due to an external link (usually from your website) being used, the Welcome email is generated when a section with the email address included is saved (by clicking Next or Save Progress). 

The {ResponseLink} merge field will include a link directly to the Response.

Auto Reminder

The response hasn’t been completed x days after the response was created.  X is a field set on the assessment edit screen, "Days To Reminder Email".   

The {ResponseLink} merge field will include a link directly to the Response.

Manual Reminder

A manual reminder is sent from the Response List screen (by clicking the Groups button).  Manual Reminders are sent to responses for a group where the responses haven't been completed.  

The {ResponseLink} merge field will include a link directly to the Response.

Completion

The response is completed (when the Finish key is clicked for the last section of the assessment.  This email is only sent if the Email Report On Completion checkbox is selected on the Assessment.

 

Email Types for Cohort Initiations

All of these email types are linked to an assessment.

Email Type

Generated when:

Welcome Cohort Initiation

This template is used when a Cohort subject is invited to initiate their Cohort assessment.  This may be a 360 Feedback assessment but is not limited to that. 

The {ResponseLink} merge field provides a link to the Cohort Invite Respondents screen. {CompletionDate} will display the specified closing date for the Cohort Initiation.

Welcome Cohort Respondent

This template is used when a Cohort subject or an administrator invites respondents to respond to a Cohort assessment. 

The {CohortLink} merge field provides a link to the Response Screen. {CompletionDate} will display the specified closing date for the Cohort Initiation, and {Subject} will display the name of the subject of the Cohort Report (often used for 360 Feedback).  

Cohort Report

This email is sent to the subject with the Cohort Report attached when:

  • the completion date is past and
  • the minimum number of responses have been completed.

The Cohort Report sent is specified on the Cohort Initiation.

 

Administration Email Types

All of these email types are NOT linked to an assessment.

Email Type

Generated when:

Respondent Welcome

A new respondent is added either manually or by CSV Upload.  It is not generated when a respondent is generated automatically by the system as part of creating a response. 

The {Reference} merge field will include a link to register on the Respondent Portal

Admin/Manager Welcome

When a new Administrator or Assessment Manager is added, you can send them an email, which will allow them to set their password.

The {Reference} merge field will include a link to register on the system

Forgotten Password

This template is used when the user uses the Forgot Password functionality on the login screen. 

The merge text of {Reference} will create a URL to take the user to the assign new password function.

 

Email Types for Responses to Phased Assessments 

These email types are used in addition to the normal Response email templates.  They are all linked to assessments. 

Email Type

Generated when:

Phase Welcome

A phased assessment response has a phase completed, and the next phase is ready to start. 

The {Reference} merge field will include a link directly to the correct section in the Response.

Phase Completion

A phased assessment response has a phase completed.  If there is a report associated with the completion of this phase, it will be attached.  Report Templates for Phase Completion are loaded on the last section for the phase.

 

Email Types for Training Certification

These email types are only used if Brilliant Assessments is being used for Training Certification. They are all linked to assessments.

Email Type

Generated when:

Completion - Certified

Sends the Completion email when the user has been certified.  Only applies if the Certifications Issued checkbox is selected.

As well as sending the Report it also attaches the Certificate.

Completion - Uncertified

Sends the Completion email when the user has not been certified.  Only applies if the Certifications Issued checkbox is selected.

Only sends the Report - the Certificate is not included.

Failed Assessment Resit

This template is only used if the Certifications Issued checkbox is selected on the Settings table.  The days after the assessment that this email will be sent automatically is set on the assessment table 

Recertify Assessment Resit

This template is only used if the Certifications Issued checkbox is selected on the Settings table.  The days after the assessment that this email will be sent automatically is set on the assessment table 

 


Emails are only sent when  

  • There is a Template with the correct email Type linked to the assessment being used (except for Admin emails templates).
  • There is a template with the same customer type as is on the response (or default).
  • The Assessment table “Assessor Answers” indicator if off (Read more about Add/Modify Assessments).
  • For the Completion report, the Assessment table “Email Report on Completion” indicator if on (Read more about Add/Modify Assessments).

 

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