Customizing Your OpenAir Email Content

There are plenty of notification and alert options in OpenAir with most having either standard wording (timesheet awaiting approval, for example) or the ability to setup specific email body content (late timesheet alert, for example). For many the standard wording or text entry capabilities are sufficient to communicate basic information but you may be finding a need to increase the content or make the emails a more effective communication methods by passing along key information for recipients. OpenAir supports content change primarily through the feature known as email templates. If you haven’t looked at these before, they provide a customization method to build out the structure for many of the standard notifications. A great example is customizing a booking notification email to have not only the project information, but any custom fields you’ve added to the booking and perhaps even requester information.

Here’s how – access the Administration -> Global Settings -> Email Templates link (or Account -> Company -> Email Templates).
Select New…Booking email template.

The Booking email template form will appear.
The Template type dropdown will identify the type of email you are creating (new booking(user notification), as an example). Give the template a name then complete the Email subject and Email body. In the Email body, you can insert OpenAir fields that OpenAIr will substitute with values. To insert these fields, you select the field from the ‘field’ dropdown below the email body and the text to insert will appear in the blank text field just below the dropdown. Copy this text value and insert it into the email body, including any %% characters so OpenAir knows it is a field that needs to be populated.

There are a lot of email templates options so feel free to explore. NOTE: in order for an email template to be used, the feature which generates the notification must be activated (new booking notification to users is a setting in the Resources module settings).

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