Other Staff User Manual

Other Staff User Manual >Notifications-> Template Configuration
Template Configuration
Menu path :Notifications -> Template Configuration

  • A Template is a message format which is used for sending SMS/email notifications to parents.
  • Here Institute can create the notification template for event-based notifications like Exam schedule, Exam Assessment, ECircular, Video lesson, Softskill Assessment, Extracurricular events, Attendance and Fees etc. Only one template can be created for event-based notifications.
  • Templates for Instant notifications messages like Homework, Disciplinary Action, Emergency, Holiday, Appreciation can also be defined here. You can create multiple templates for instance-based notifications.


How to Create Notification Template?-General details Image
Notification Template-General details
How to Create Notification Template?-Subject details Image
Notification Template-Message-Subject details
How to Create Notification Template?-Greeting details Image
Notification Template-Message-Greeting details
How to Create Notification Template?-Body details Image
Notification Template-Message-Body details
How to Create Notification Template?-Footer details Image
Notification Template-Message-Footer details

Screen Fields Overview

Field Name Field Type Mandatory Data Nature Remarks
Template ID Text Yes Alpha numeric character By default, system will provide an auto-generated Template ID that can be used. If institute wants to assign their own Template ID, System defaulted ID can be replaced with own Template ID
Template Description Text Yes Alpha numeric Character Brief description about the Template
Message Type Drop down Yes Select any one below
  1. Attendance
  2. Fees
  3. Exam schedule
  4. ECircular
  5. Video lesson
  6. Softskill Assessment
  7. Extra curricular events
  8. Homework
  9. Disciplinary Action
  10. Emergency
  11. Holiday
  12. Appreciation
  13. Other notification
Select the message type which is used for records
Channel Drop down Yes Select any one below
  1. SMS
  2. Mail
Select the channel applicable for this template
Language Drop down Yes Select any one below
  1. English
  2. Local Language
Select the language which is used for notification
Message
Subject Content Text Yes Alpha numeric character Mention the subject section of email or sms message
Greeting Content Text Yes Alpha numeric character Mention greeting section of email or sms message. For example, Dear Martyn, Respected Martyn
Body Content Text Yes Alpha numeric character Mention body section of email or sms message
Footer Content Text Yes Alpha numeric character Mention footer section of email or sms message, for example thank you

Q: How to Create the Notification Template?

Notification Template can be Created by following the below steps:
  • Choose Menu (Institute=>Notification Template) from Menu tree.
  • Click “Create” in the menu in step 1.
  • Fill in the necessary fields. (refer to the screen fields overview table above)
  • Click “Next” at the bottom of the screen to move on to the next steps.
  • System defaults the sample content for all the message sections subject, greeting, body and footer.
  • Institute can change the sample message in each section as they want.
  • There is system defined tags like STUDENT_NAME, INSTITUTE_NAME, EXAM_SHEDULE etc., which can be used in the template. System will replace these tag names with actual values when actual message is being sent.
  • Once reach the last step, you may enter remarks about the Creation. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full record view. If the maker of the record wants to convey some message to the checker or they want to keep some notes, they can type it here. The Checker can see the same before authorization under the audit tab in the screens.
  • Click “Save” in the last step.

Tips:

Admin and Other Staff can create the Notification Template.

Q: How to view the Notification Template?

Notification Template can be Viewed by following the below steps:
  • Choose Menu (Notifications -> Template Configuration) from Menu tree.
  • Click “View” in the step1.
  • You will see the filter screen now, where in you can see below search filters which can be used to list out the records
    • Message Type
    • Channel
    • AuthStatus
    AuthStatus filter can be used to fetch records which are either Authorized (Verified) or unauthorized (Not Verified) by admin or other staff
    Please type value for any one of above filters and then press next
  • You can see all the resulted records which are satisfied by your above chosen search filter.
  • If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed
  • Then System will bring full detailed view of the record; You can see General, Message and Audit tabs. You can click the tab to see corresponding details.

Q: How to Modify the Notification Template?

Notification Template can be modified by following the below steps:
  • Choose Menu (Notifications -> Template Configuration) from Menu tree.
  • Click “Edit” in the step1.
  • Change the existing details with the new ones, for the desired configuration.
  • You will see the filter screen now, where in you can see below search filters which can be used to list out the records
    • Message Type
    • Channel
    • Auth Status
    • AuthStatus filter can be used to fetch records which are either Authorized (Verified) or unauthorized (Not Verified) by admin or other staff
      Please type value for any one of above filters and then press next
  • You can see all the resulted records which are satisfied by your above chosen search filter.
  • If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be modified.
  • Then System will bring the full detailed view of the record; You can see General, Message and audit tab. You can click the tab to modify corresponding details.
  • You can change the details of the required fields.
  • Click “Next” at the bottom of the screen.
  • Once reach the last step, you may enter remarks about the Modification. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full view of the record. If maker of the record wants to convey some message to checker or they want to keep some notes, they can type it here. Checker can see the same before authorization under the audit tab in the screens.
  • Click “Save”.
Tips:

Admin, and Other Staff can Modify the Notification Template.

Modification scenarios

Modification can be done for the following scenarios:
  • If there is a change in already existing record of Notification Template.

Q: How to Delete the Notification Template?

Notification Template can be Deleted by following the below steps:
  • Choose Menu (Notifications -> Template Configuration) from Menu tree
  • Click “Delete” in the step1.
  • You will see the filter screen now, where in you can see below search filters which can be used to list out the records
    • Message Type
    • Channel
    • Auth Status
    • AuthStatus filter can be used to fetch records which are either Authorized (Verified) or unauthorized (Not Verified) by admin or other staff
      Please type value for any one of above filters and then press next
  • You can see all the resulted records which are satisfied by your above chosen search filter.
  • If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be deleted.
  • System will bring full detailed view of the record.
  • Click “Delete” in the bottom of the screen.
Tips:

The Person who Creates the Record can only delete that record.

Deletion scenarios

Deletion can be done for the following scenario:
  • Other staff mistakenly created the Notification Template, and it is not yet authorized by admin or other staff, they can delete the record.
  • Other staff mistakenly modify the Notification Template, and it is not yet authorized by admin or other staff, they can delete the modification version.

Q: How to Authorize the Notification Template?

Authorize means that a record created or modified by one staff should be verified by the admin or other staff.
If one level of authorization steps is not required , you can avoid the same by allowing auto-authorization for Teacher / Other staff users. This can be done from User->Role screen, Please refer user manual of User -> Role screen for more details.
Notification Template can be authorized by following the below steps.
  • Choose Menu (Notifications -> Template Configuration) from Menu tree
  • Click “Authorize” in step1.
  • The unauthorized Notification template records will be displayed
  • If there is only one unauth record, the system will automatically take your next step, otherwise click on the record which needs to be authorized
  • Then system will show you the full details of the record, you can verify the details
  • Click “Next” in the bottom on the screen.
  • Once you reach last step, if you want to enter any remarks about this authorization or rejection, you can enter here. This can be viewed under “Checker Remarks” field of audit tab of the full record view.
  • Click “Auth” or “Reject”.
Tips:

  • Authorize means that a record created or modified by one staff should be verified by the admin or other staff.
  • If the record is modified by admin, then that record is Auto authorized or Auto Verified. So, there is no need for authorization or verification by another admin.
  • During Authorization, admin can either Authorize or Reject the created or modified records. They can reject the record in the case of an error in modification.


Authorization scenarios

Authorization can be done for the following scenarios:
  • After creation or modification, in order to apply the changes throughout the application, it requires authorization or verification from the admin or other staff.
  • During verification, Admin can find the human errors.

Case Study