Creation / Amendment of Email template for confirmations In most cases new confirmation email templates will be created based on existing templates, as those have already been formatted and include your logo etc. The storage location of templates various, but is typically in H:\Magic940\Letters\Templates. Email templates are using the file extension htm or html and will often be displayed as or. Index 1) Prerequisites 2) Create a new template 3) Modify an existing template 4) Create a link between the email template and Hotel 3000 5) Test the template 6) Trouble Shooting 1) Prerequisites a) Always take a backup of the source template before making changes to existing templates. This means if something unexpected happens you will be able to reverse back to its original status. b) Ensure you have Microsoft SharePoint Designer 2007 locally installed. This can be downloaded for free from Microsoft. http://www.microsoft.com/downloads/en/details.aspx?familyid=baa3ad86-bfc1-4bd4-9812-d9e710d44f42&displaylang=en c) You must have access to the internet and emailing from Millennia must be set up in System controls. Please contact Infodata Support if you have not used this facility yet. d) If you are planning to use images (such as a logo) ensure those are stored in the Infodata drive Magic940\Letters\Templates\Images. Supported file formats are JPG, GIF and PNG. Note: When naming image files it is advised to use lower case only without spaces. This can be alpha-numerical including underscore. Also ensure the image is in an appropriate size (i.e. a logo should not be 3mb). e) To prepare the template you will need to know which email tags are available for email output. Go to Front Office > Messages > Email > Template Tags > Export Mail merge tags > select the area followed by [OK] > [Yes]. This creates a text file within the Infodata drive in the folder Magic940\Data\V5.0\Temp but also opens up on screen. The following email tags are available from version 5.2.5.a onwards: i) Agent EmailAgt.txt ii) Company EmailCmp.txt iii) Contact EmailCon.txt iv) Direct Debit member EmailDDM.txt v) Event EmailEvt.txt Page 1/5
vi) Profile EmailPro.txt vii) Member EmailMem.txt viii) Reservations EmailRes.txt ix) Attendee EmailAtt.txt Email tags attached separately. Note: The majority of those tags have been available in previous versions. 2) Create a new template a) Open Microsoft Office SharePoint Designer 2007. It may be the easiest to start off in Design mode (see bottom left of your screen - ) type or copy and paste any text and copy and paste the email tags that you want to merge from hotel. Format where needed in bold, italic etc. NB for reservation emails: If you require the flexibility to be able to free type additional information on the fly of sending the reservation email confirmation insert the tag [!$MG_CONFIRM_REMARK_TEXT]. This will display the confirmation remarks from the tab Notes of the reservation. b) To insert a logo or other images click your cursor at the place where it shall be displayed, select: Insert > Picture > From File > Browse to the Infodata drive\ Magic940\Letters\Templates\Images > select the picture > Insert > [OK] The image will appear in its original size. Should you need to resize it in aspect ratio, right click on the image > Picture Properties > Appearance > change the width > [OK] (use a width of 200 pixel as a guideline) An example of your current template: Page 2/5
Once the image has the desired size a further change has to be made so that the customer can view the image on the email. Change your view to Split mode, click on the image in the bottom window, a line will now be marked in the top window as shown below (or similar): Replace the file path (as highlighted below or similar) with cid: keeping the image file name intact. For example if the image file name is Infodata_logo.PNG your screen should look like this: Please note: When clicking in the lower window, the image will not preview anymore (as shown =>) NB: CID is an abbreviation for Content ID an attached image within a formatted email. c) Save the template: File > [Save as] > select the path Magic940/Letters/Templates > type a name for the file > [Save] NB: The maximum length of the file name is 20 characters including the file extension. 3) Modify an existing template If you have followed step 2) above you do not need to read this section. Please proceed with 5) Test the template. Go to the Infodata drive, Magic940/Letters/Templates and highlight the template you would like to modify. Right click > Open With > Microsoft Office SharePoint Designer. Carry out the relevant changes in the template and save. If you are inserting additional email tags and / or images refer to point 2b). 4) Create a link between the existing email template and Hotel 3000 a) Front Office Reservation Emails (otherwise continue with b)): To check you have email subjects set up go to System Controls > Sales > Correspondence > Subjects and create additional ones if necessary. Then go to System Controls > Tables > Reservation Tables > Letters > Reservations Select [Create] and complete the fields as shown in the example below: Page 3/5
Note: For correspondence code all Email confirmation templates could start with E while letter confirmation templates could begin with L. This makes it easier in the reservation screen as well as within configuration. Select [OK] and then [No] to the below screen shot. - is a code not visible to the customer - select appropriate subject (internally used) - set to HTML (for email template) - set to HTML (for email template) - Use F5 to select existing template (max 20 characters for file name incl. file extension) - Visible for user when selecting the letter b) Generic Email templates for Club / Membership, Events, Front Office, Sales & Marketing: To check you have email subjects set up go to System Controls > Sales > Correspondence > Subjects and create additional ones if necessary Then Go to Sales & Marketing > Messages > Email > Email templates > Right click > Add Code > No If it is a user specific template (for example a blank email template with signature) go to: System Controls > Controls > Other Defaults > User > highlight and modify the user > complete details on the tab General 5) Test the template Go to the relevant area and test. It is best to use your own email address for testing instead of a customer email address. 6) Trouble shooting Page 4/5
a) A weird character appears at the beginning of the email template (for example: ) Open the template with Microsoft Office SharePoint Designer 2007, view in - mode > have the cursor active in the top window > Select the Menu Format > Properties > Language and change as shown Also check that Tools > Page Editor Options > Default Fonts has updated to US/Western European (Windows) > Save and close the template b) The image on the test email is not displayed as shown below Customer email without picture Email Template Make sure you have followed the instructions in section 2b) and cid: is spelled in lower case. The name of the image has to be in the same upper/lower case as the filename of the image. Infodata support Tel 01635 48333 support@infodata.uk.com Page 5/5