Templates Administration

Images will generally not paste into an HTML template, if it does then it is likely to not function when sending it out.  All images should be inserted via the insert image and the image stored on a shared network area but ensure that it has a short path to the image file (i.e. do not put it in a sub folder, of a sub folder of a sub folder) if the path is too long it will not allow you to save the template.  Also note that the image should be set to the correct size as it will return to its original size once sent.  Ideally you would use the image merge code and have the company logo stored within the internal company record.

You can put hyperlinks into images but you will need to access the HTML code via the HTML Body button:

locate the image file within the code

<img alt="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg" src="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg">

 

Then input this before this:

 

<a href="http://WEBSITE URL GOES HERE/">

 

Then add this </a> after the image line

 

So finally you will have:

<a href="http://WEBSITE URL GOES HERE/"><img alt="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg" src="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg"></a>

 

Replace the WEBSITE URL GOES HERE with the URL link you desire.

If you have user specific details like LinkedIn/Facebook URL’s then these can be inputted into the User Administration screen.  Then you can utilise the merge code for User LinkedIn URL or Facebook URL (or any other field with URL details you require)

Insert the merge code into the template itself, then highlight the merge code, ensuring you get the whole code and no spaces in front or after it, and cut it.  Open the HTML body and locate the image file:

<img alt="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg" src="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg">

 

Then input this before this:

 

<a href="MERGE CODE GOES HERE">

 

Then add this </a> after the image line

 

<a href="MERGE CODE GOES HERE"><img alt="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg" src="\\VVDC01\Usersdata\Redirect\trainer.c\My Documents\My Pictures\ScreenHunter_40 Sep. 04 17.02.jpg"></a>

 

Then paste the merge code

<a href="«USLINKEDINURL»">

You will see a blue line around the image, this indicates you have hyperlinked the image, the blue line will not show when receiving the email. 

Outlook HTML view

As an alternative you can take some HTML code from other sources, like Outlook and paste it directly into the HTML Body area. 

Internet Explorer

Save the email as HTML onto desktop and then open the HTML file with Internet Explorer, then select view Source Code.  Images will still need to be manually added as above.

Outlook

You will need to setup the command of view source within you Outlook Quick Access Toolbar within a message.

1. Double click on an email within your inbox, this may require you to send yourself the desired signature, from the customize Quick Access Toolbar select More Commands:

Select All Commands from the dropdown options:

Scroll down the left list to locate view code and select and use the Add button to add to your Quick Access Toolbar:

Click OK and you will now have the source button available

When clicking on the source button you will open the code within Notepad, you can highlight and copy and paste.

NB:- this will not take any images, these will still need to be inserted manually as above.

It is recommended that you copy the HTML Body code rather than just highlighting the content of the template, this ensures all code, including blank lines etc. gets copied.

Click here to save your template.

 

• You will be prompted for a name if this is the first time that you are saving the document (except the Masters).
• Choose which folder within the comms centre the template should be saved within.
• The subject will be the subject line of the email when it goes out.
• The format can be changed to plain text and rich text. Neither of the options is a feature rich as the HTML options, and should only be used if advised by a member of Voyager staff to do so.
• Enter a tick into the tick box if the template will be a mail shot.

IMPORTANT – If a comms centre template is marked as being a mailshot the recipient MUST have a tick in the OK to mailshot tick box against their telecom. The mailshot will NOT send to a recipient that doesn’t have a tick in the OK to mailshot box.

This closes the screen without saving

Each Comms Centre will allow you to access different merge codes, you cannot access merge codes that are not 'linked' to that particular record, for example you cannot pick up job details in the candidate comms centre as a candidate is not 'linked' to any one particular job record. However you can pick up job details in the job shortlist comms centre as the candidate would be shortlisted in the job. Below is a list of groups available within each Comms Centre:

Comms Centre	Groups Available	Radio Button Option (if applicable)
Master	Merge To Telecoms User User Company User Location	N/A
Candidate Comms Centre	Candidate Merge To Telecoms User User Company User Location	N/A
Company Comms Centre	Company Contact Credit Control Contact Invoice Contact Invoice Location Location Merge To Telecoms User User Company User Location	N/A
Meeting	Meeting Merge To Telecoms User User Company User Location	N/A
Job	Job Job Company Job Credit Control Contact Job Invoice Contact Job Invoice Location Job Location Job Main Contact Job Reports To Contact Merge To Company Merge To Contact Merge To Location Merge To Telecoms User User Company User Location	N/A
Radio Button Options	Candidate	Contact
Job Shortlist	Job Job Company Job Credit Control Contact Job Invoice Contact Job Invoice Location Job Location Job Main Contact Job reports To Contact Merge To Candidate Merge To Telecoms User User Company User Location	Job Job Company Job Credit Control Contact Job Invoice Contact Job Invoice Location Job Location Job Main Contact Job reports To Contact Merge To Company Merge To Contact Merge To Location Merge To Telecoms User User Company User Location
Interview	Interview Interview Candidate Interview Company Interview Job Interview Location Interview Main Contact Interview Reports To Contact Merge To Candidate Merge To Telecoms User User Company User Location	Interview Interview Candidate Interview Company Interview Job Interview Location Interview Main Contact Interview Reports To Contact Merge To Company Merge To Contact Merge To Location Merge To Telecoms User User Company User Location
Placement	Merge To Candidate Merge To Telecoms Placement Placement Candidate Placement Company Placement Invoice Contact Placement Invoice Location Placement Job Placement Location Placement Main Contact Placement Reports To Contact User User Company User Location	Merge To Company Merge To Contact Merge To Location Merge To Telecoms Placement Placement Candidate Placement Company Placement Invoice Contact Placement Invoice Location Placement Job Placement Location Placement Main Contact Placement Reports To Contact User User Company User Location
Radio Button Options	Job	Spec
Submit CV	CV Submit Job Job Company Job Credit Control Contact Job Invoice Contact Job Invoice Location Job Location Job Main Contact Job reports To Contact Merge To Company Merge To Contact Merge To Location Merge To Telecoms User User Company Used Location	CV Submit Merge To Company Merge To Contact Merge To Location Merge To Telecoms User User Company Used Location

These fields are fields within Infinity that are text. I.e. contain words, either manually typed or from a list.

Default text when missing: Here you will enter what you would like Infinity to enter into the document if the field that you have chosen id empty. E.g. Based in could be blank in a candidates record, you may wish to enter UK as the default. This will stop you having gaps in your document. However; if you prefer you can leave the field empty and Infinity will merge nothing into the field.

Put a tick in the Display as hyperlink? Box if you would like Infinity to show the merged information as a hyperlink. When you tick this box you will also be able to choose the text that shows as a hyperlink. E.g. you may include a merge code that is an external link (website), but would like the document to show something different. When setting up phone numbers you can set them as display as hyperlink which will enable the facility to call from an iPhone (other mobile operating systems will enable calling without setting as hyperlink).

E.g. click here to view website

These fields within Infinity are those that are dates and / or time fields.

 

Default text when missing: Here you will enter what you would like Infinity to enter into the document if the field that you have chosen is empty. E.g. Start could be blank in a candidate’s record; you may wish to enter Immediate as the default. This will stop you having gaps in your document. However; if you prefer you can leave the field empty and Infinity will merge nothing into the field.

How date / time as: Choose here the format of the date / time you would like to display.

Text = 01/01/2012 12:00

Short date = 01/01/2012

Long date = 01 January 2012

Short time = 12:00

Long time = 12:00:00

Short Date / Time = 01/01/2012 12:00

Long Date / Time = 01 January 2012 12:00:00

Merge lists are lists of information that could be included against a record. E.g. all telecoms, attributes or quals & certs.

Default text when missing: Here you will enter what you would like Infinity to enter into the document if the field that you have chosen is empty. E.g. benefits could be blank in a candidate’s record; you may wish to enter none as the default. This will stop you having gaps in your document. However; if you prefer you can leave the field empty and Infinity will merge nothing into the field.

Show list as: Text, Block or table. This is the format that the information will be displayed in the document.

Text

Will display the data as a line of text:

Company,Current,Job Title
Voyager software, Current: No, IT Support
Voyager Software, Current: Yes, 3rd Line Support, QA, Functional Spec Writer
Voyager software, Current: Yes, Sales Manager

Block

Will display the text as a block (new line per line of data):

Company: Voyager software
Current: Current: No
Job Title: IT Support

Company: Voyager Software
Current: Current: Yes
Job Title: 3rd Line Support, QA, Functional Spec Writer

Company: Voyager software
Current: Current: Yes
Job Title: Sales Manager

Table

Company	Current	Job Title
Voyager Software	Current: No	IT Support
Voyager Software	Current: Yes	3rd Line Support, QA, Functional Spec Writer
Voyager Software	Current: Yes	Sales Manager

Choose if you like to hide the headers by entering a tick into the Hide field/column headers. If you choose to leave this ticked, Infinity will include the header in the merge field. Do not show the headers if you have chosen to show the merge code as text.

The tick box for return only the top row will only return the first row of data.

At the bottom of the screen you will see different options that will enable you decide what levels of detail you would like to see when you use the highlighted merge field. In this example we have All Work History highlighted, we can then choose if we want to include the company name, location, end date etc. in the information that we merge into the document.

Note - The arrows on the right of the tick boxes enable you to change the order of the fields and the way that they show on the document you create. This will be particularly useful when making sure that addresses come through in the correct order.

These are the fields that will be a numeric field in Infinity. It may be manually entered, or chosen from a drop down list.

 

Default text when missing: Here you will enter what you would like Infinity to enter into the document if the field that you have chosen is empty. E.g. Notice period could be blank in a candidate’s record; you may wish to enter immediately available as the default. This will stop you having gaps in your document. However; if you prefer you can leave the field empty and Infinity will merge nothing into the field.

These are fields that are tick boxes in Infinity.

 

The option to tick in the Display as checkbox? Enables you to choose if you want the information to be shown as a tick box or as a yes / No.

 

The image above shows the option to have the information shown as a tick box

E.g.: Full Time □

The image above shows the option to have the information shown as a yes or no.

E.g.: Full Time No

Infinity enables you to merge picture and file information into a document. Choose an option from here to complete this option.

 

Default text when missing: Here you will enter what you would like Infinity to enter into the document if the field that you have chosen is empty. E.g. Summary data could be blank in a candidate’s record; you may wish to enter a generic sentence as the default. This will stop you having gaps in your document. However; if you prefer you can leave the field empty and Infinity will merge nothing into the field.

This drop down option at the top of the screen enables you to choose which group of merge fields you will be viewing,

You will only be able to see the relevant merge codes pertinent to the grouping you have chosen. The grouping is further affected by the comms centre template that you editing, please see the merge codes section for more details

 

Clicking the Highlight Merge Fields enables you to identify the merge codes within a document,

 

Clicking the invalid merge fields will check the template for any merge fields that are not appropriate for the template

This option enables you to see the merge codes merged into the document as it will look when sent. This is useful for checking when you created a new comms centre template.

 

Click the send test option to send an email to yourself to view the finished document, Infinity will ask you to choose the email address that you’d like the test email to be sent to. Click Send.

The templates that are available will be specified by the System Administrator, more information can be viewed within the template administration section (NB: - you will require permissions to add or edit templates). 

If you have set default templates in your user options area the comm's centre will automatically default to that choice first.

 

Click the Comm's centre icon

Make sure that your chosen delivery method is set to email (default)

Choose the template that you would like to send by click on the drop down box next to Template:

When you choose the template that you’d like to send from the list, you will notice that the template shows on the right hand side of the screen.  You are not able to edit the template here but you can preview the merge codes, use Preview Results

If you’re happy with the template (and its settings), click Just Send.

Click "Continue" to confirm

Cancel – Goes back to the previous screen for you to make changes, or close without sending.

Send Test The placement Comms centre has a ‘Send Test’ button, from the ‘Edit First’ screen. This is designed for you to test the comms centre, but also allows you to send a document to a user outside of Infinity, just type required email address:

NB: - Send Test utilises SMTP not Exchange so may not be recorded in Sent Items

This could also be used to send a ‘Placement Form’ to your accounts team.

Test emails can contain:

• From Email Field

• Email Subject

• Email Contents

• Attachments (including merge-able)

An event is not logged, as there is no Candidate / Contact in Infinity who received the message.

The email is sent either by Outlook (if exchange sync is configured) or by SMTP (using the ‘email other’ option)

 

However if you want to make changes to the template before it goes. You should make the necessary changes on the left hand side of the screen to the cc / bcc, subject line and attachments

NB:- cc / bcc if you Add a colleague or an email address that is already on the system the email will be recorded in that record as well as the record you are sending to, unless they are excluded, see your system administrator for more details

Adding Attachments

NB: - You can have attachments automatically attached to emails, please speak to your system administrator or click here to view template administration content

To add any attachments, click on the drop down box next to the attachment.

Click Add and browse your computer as normal to find the correct attachment. You are also able to attach a postal template to the email template, allowing you to have merge fields within the attachment.

Put a tick in the box to zip attachments on send together, this will compress the files, reducing the size of the attachments.

Put a tick in the box to protect the Word postal templates on send

Suggestion: Large attachments should be Zipped on sending. This means that the recipient’s mail box is less likely to reject your email because it’s too large.

Click remove to remove an attachment, and Open to open the document to check it. This may be useful if the template has an automatic attachment associated with it to check the documents before sending. Any changes you make to an attachment will be saved for this send.

To send a copy of the email to another recipient use the To: BCC: and CC: Fields. This will not include them in the mailshot (i.e. merge their details), but will send them copies of the emails that are sent.

You can also add a colleague to the CC / BCC section, once you have selected your template click into the cc/bcc field and select add, then various recipient options will appear.  Select colleague from the list and press OK your colleagues will appear for you to select from.

NB:- cc / bcc if you Add a colleague or an email address that is already on the system the email will be recorded in that record as well as the record you are sending to, unless they are excluded, see your system administrator for more details

To include another merged email to another recipient, click Add at the bottom of the screen and use the find option as described in the previous section. This will automatically send the email to this recipient, with their details, without the need to add them to the To: field

Remove recipients by highlighting the relevant line and clicking Remove

Edit enables you to make a change to the email address if you notice that it is incorrect

If a recipient doesn’t have an email address showing at the bottom of the screen they are likely to not have been ticked as Ok to mail (However the mailing template may have been created as a mailshot template and therefore requires Ok to mail to be ticked) However the mail to. You will not be able to send the email until you have told Infinity which is the correct email address or Privacy Audit is blocking sending until Consent or Legitimate Interest process has been completed.

• Click the Advanced button under the email address to find the correct email address. Here you will see a list of email addresses that have been marked as default.
• Click the Show all emails if you haven’t got a default email address to choose. The list will show you all the email addresses against those in the lists. Here you can tick the address that you would like the email to go to.
• You will not be able to choose the default from here. You will need to set the default against the record.
• Click OK

Make sure that you are happy with the options on the top of the screen. These are set as default with the template, but you are able to make changes here if necessary.

Change log options, Follow ups, importance and sensitivity, Request a delivery and/or read receipt

Changing the Log options will change the way that this email is logged in the database, against the record. This will be a set default within the template, but it can be changed here.

You can choose a different action that the template will be logged against, the date and time both default to the ‘now time’, and are not editable.

Enable email tracking* for: Choose timeframe you wish for tracking to be active, this can be setup within the template or user can adjust manually

*Infinity SaaS clients only see tracking section for more details