Mail Setup

The Mail Setup let's you customize a number of the emails that are automatically generated by the software. When certain events occur, an email is triggered. For example, when a new sponsor signs up an email is sent to the sponsor and to the software admin.

The first section of the Mail Setup defines the sender and the admin e-mail address. Here is an explanation of each of these fields:
Sender Address: When an email is sent from the software, this is the email address that it is sent from. For example, if a new sponsor signs up, they will receive an email from this address. If they hit reply in the email this is the address the reply would be sent to.
Sender Name: This is the name that will display as where the e-mail has come from.
Admin E-Mail: This is the address where the software sends notification about events in the software. Using the same sponsor sign up example, this is the email address where the notification of a new sponsorship will be sent. This can be the same address as the Sender Address but doesn't have to be. Also, you can include more than one email address here by separating them with a comma.

New Sponsor Notification
When a sponsor signs up this email will be sent to the Admin E-Mail address. 

Profile Update Notification
When a profile is updated you have the option of sending an email to the sponsor to notify them. This will signal the sponsor to log in and view the updated information. If you include the short code [update_detail] the type of update will be inserted into the email. There are three types of updates: profile update, file uploaded, picture uploaded. You can also include the [append] short code. This gives you the option of including additional information in the email. Before the email is sent a personal note can be typed in that is then placed in the email template at the location where the [append] tag is placed.

New Sponsor Auto-Response
This is the email sent to new sponsors after they have created a sponsorship. This is a good place to include information about your program and information about how to setup payment if you are not using one of our integrated payment options.

Short codes are a way of automatically inserting information into the email templates (short codes are also used in the sponsorship information field). Any of the profile fields can be inserted into the email templates via short codes. The database alias is used as the short code. On the Edit Cause Form page (if you are sponsoring children it would be the Edit Children Form page under settings) you will see two text fields for every profile item. One of those fields is greyed out, this is the database alias. Use the text in that field and put brackets around it to use it as a short code. See the example below:


In this case, to use the first name as a short code I would enter [first_name].

Pre-defined Short Codes
There are a few pre-defined short codes to make inserting certain fields easier. They are:

[child_name] - This inserts the name of what you are sponsoring. Even if you are sponsoring pastors or well drilling, you can use the [child_name] which concats all the field defined as name fields.
[sponsor_name] - Just as you would expect, this inserts the sponsor's name.
[dob] - You can define date fields with any database alias you would like but if you use dob as the alias then the date will be formated as Month, day, year (i.e. September 19, 2009) instead of the default format of 0000-00-00 (i.e. 2009-09-19).
[location] - This will place the name of the cause the sponsored belongs to.
[update_type] - This is only used in the Profile Update Notification email template.
[append] - This is also only used in the Profile Update Notification email template.

Q: I've placed a short code in an email but no information is being placed in the email, only the short code, why?
On occasion we get an email asking why a properly formatted short code is not placing any information in the email. Or sometimes only the first name is displayed and not the last name when using the [child_name] short code. The reason almost always is an issue of permissions. Only fields that are public will be available as short codes. If the field is marked as sponsor or admin it will not display in the email (or elsewhere that short codes are used).

Last updated 2013-04-22 19:05:13