E-MAIL TEMPLATES WebSite Director (WSD) uses E-Mail Templates to format  the following types of e-mail notification messages:  Immediate Notification  -  Immediate Notifications are sent to users when requests enter a stage they have selected for "Immediate" notification on their Edit User Info screen. A "sample.immediate" email template is provided with the WSD system. Overnight Notification - Overnight Notifications are sent to users on a scheduled basis set by your system administrator. Each e-mail will list the requests in all workflow stages the user has selected for "Overnight" notification on their Edit User Info screen. A "sample.notify" email template is provided with the WSD system. Overnight Reminder - Reminders are sent when users have requests waiting for their review/approval longer than the time limit entered in Reminder Age (in days), also set on this screen.  A "sample.remind" e-mail template is provided with the WSD system.  Document Submission Notice - Notices are sent to individuals designated by a System Administrator to receive notification messages when a request is submitted for content that resides in or is being added to a specific directory. A "sample.submit" e-mail template is provided with the WSD system.  Document Publication Notice E-mail Template - Publication notices are sent to the Author and individuals designated by a System Administrator to receive notification when content is published to a specific directory. A "sample.doc-publish" e-mail template is provided with the WSD system.  Template Publication Notice E-mail Template -  Notices are sent to the Author of a template when it is published to the web site. This message will not be sent to templates added or changed via the Maintain Templates functions. A "sample.template-publish" e-mail template is provided with the WSD system. WSD recognizes several template variables in addition to standard text when generating an e-mail message. You may include any text in an e-mail template that is allowable in an e-mail message.  Adding and Maintaining Templates The method that you will use to add and maintain templates for your site depends on the "Modify Templates" setting on the System Policies screen: System Admin - Users with System Administration permissions can revise templates immediately via the Maintain Templates screen (accessed from the System Administration screen). Submit Request -  Users may add and maintain templates via the Submit New Request function available from the WSD Application Desktop and the Edit Request screen. Both - you may use either method to add and maintain templates, depending on your permissions. WSD provides two types of on-line editing: WYSIWYG editors, and a browser editor for those who are familiar with HTML code. You also have the option of uploading a template from your local computer, or downloading the template so you can use your third-party application to make your changes.  Replacement Variables When WSD encounters a template variable, it replaces the variable with the text indicated for the variable. The following variables may be used:  <$requests> - This variable may be used in the main notification messages generated by the WSD Notification module. When used, WSD inserts the complete list of requests for all stages for which the user has requested notifications.  <$user> - This variable may be used in any e-mail message. When used, WSD inserts the destination e-mail address of the user to whom the message is being sent. The following additional variables are available for Author Stage notification messages:  <$request> - WSD inserts the description of the request that the notification message refers to.  <$author> - WSD inserts the User ID of the document author.  <$comments> - WSD inserts all  comments recorded for the request.  <$document> - Used in Author notification messages that are sent out when a document is published to the web site. When used, WSD inserts the full path of the document that has just been published. You may also include message header lines in the template file. Each header line should begin with the text for one of the header fields shown in bold type in the following list. The header field text must be followed by a space and then the value that you wish to appear on that header line. WSD supports the following header lines:  From: - When present, this header line overrides the "Notify From Address" that is specified in the WSD System Configuration screen. You may use this message to specify any e-mail address that will be shown as the source of the notification.  Subject: - All e-mail template files should include this header line. This header line provides the message subject for each notification message. The message will be sent without a subject when this header line is not included in a template file.  To: - This header line does not affect the actual destination address of the e-mail message. When present, WSD places a "To:" line to the message header. You may use this header line to generate a generic destination address (such as "WSD Users" <wsd@company.com) for display in the recipient's message header. When you use the "<$user" variable in this line, WSD replaces it with the real destination e-mail address of the intended recipient of this message.  Reply-To: - Most e-mail clients use the e-mail address in the "From" header line as the new destination address when the user replies to a message. The e-mail address specified on this line overrides the one specified on the "From:" line when this line is present in an e-mail message. You may use this header line to override that default and provide a different e-mail address to use for replies to WSD notification messages. Sample E-mail Template This is a sample.notify e-mail template:  Subject: [WSD] WebSite Director Notification Report To: <$user> Reply-To: WebSite Director <submit-doc@company.com>                  WebSite Director Notification Report                  ------------------------------------ The following requests are waiting for processing in WebSite Director: <$requests>: To process these requests, load the following URL in your web browser:                       http://www.company.com/wsd Press the "Process Documents waiting for Approval" button on that page and log in with your WebSite Director Username and Password. This is an example of a message that would be sent using the sample template above:  Subject: [WSD] WebSite Director Notification Report To: jjones@company.com                  WebSite Director Notification Report                  ------------------------------------ The following requests are waiting for processing in WebSite Director: IN Basket Stage:      ADD /marketing/headlines.html       MODIFY /sales/offices.html  Editing Stage:       MODIFY /docs/index.html  To process these requests, load the following URL in your web browser:                       http://www.company.com/wsd Press the "Process Documents waiting for Approval" button on that page and log in with your WebSite Director Username and Password.