Letters are platform-generated emails that let you communicate with your users. Letters can be used to notify users that they’re enrolled in an activity, have an activity due date on the horizon, or to keep managers updated on user progress - among other things.
Each email message is based on a letter template you add to the platform. Create personalized messages using dynamic variables and HTML to ensure platform emails hit the mark.
This article walks you through accessing and managing existing letter templates, guides you in adding a new letter template to the platform, and introduces the use of dynamic variables in letters.
Access Letter Templates
Access letters in your account by navigating to Letters in the expanded admin nav panel - as seen below:
Manage existing letter templates
To manage existing letters, select a linked letter title on the Letters page. The letter's properties page opens:
1.) Letter Properties
Edit or update a letter's Status, Name, Subject, and/or Body. The letter's subject and body support the use of dynamic variables.
2.) Administration Properties
Give Restricted admin or a Group of Restricted admin permissions to edit or update specific letters.
Duplicating a letter makes an exact copy that can edited as needed. Deleting a letter removes it from your account completely.
You can also choose to use HTML in letters. Reach out to your Customer Success Manager or an Intellum representative to enable this feature.
Add a New Letter Template
The Letters page displays active letters in your account. Use the filter dropdown to switch between a list of Active and Inactive letters.
- Navigate to Letters in the expanded admin navigation panel.
- On the Letters page, click New Letter.
Fill in the following information to create your a new letter template:
- Name: a contextual name for the letter in the platform
- Subject: enter the Subject line for the email. Allow Dynamic Variables
- Body: add the body of the letter. Click Use HTML Editor to switch from a plain text editor to an HTML editor. Allows Dynamic Variables
If you don't see the option to enable HTML for letters, please contact an Intellum representative to have the feature enabled for your account.
When you're done adding information to your new letter, click Create.
Dynamic Variables in Letters
Dynamic Variables let you customize or personalize emails with specific information from within the platform. For example, adding the dynamci variable, @first_name@, to the salutation of your letter automatically pulls in the first name of each user receiving the email.
Click the Dynamic Variables link to see a list of dynamic elements that can added to the Subject or Body of your message.
User variables can help you personalize your letters, while also adding necessary user info to platform letters.
Enrollment variables help you build the letters a user receives regarding her enrollments - like when an activity is assigned to her or when an activity's due date is approaching - among others.
Activity variables let you add basic activity info to platform letters.
Event variables help you build informative communications for your events. Add an event's information to event enrollment letters and event reminders.
Access a User's Letter Log History
As an admin, you can easily review the letters sent to a user by reviewing the Letter log history or by running a Report.
To view a user's Letter Log History:
- Navigate to the Properties page of any user.
- Scroll to find the Maintenance section in Properties.
- Click Letter log history.
A Letter log history gives you a list of all letters sent to a user. The Letter Name, Letter Type, Activity for which the letter was sent, and Date Sent are all displayed on this page.
You can also run a Letter Log report from the Reports tab to collect more in-depth data about letters sent to users.
Send an Ad Hoc Letter
Ad hoc Letters let you manually send an existing, or custom, letter to users - whenever you need to. For example, you can send an ad hoc letter to remind one or more users to complete their enrollment in an activity.
Ad hoc letters can be sent from the Users list or the Enrollments page of activities.
To send an ad hoc letter:
- Select the users to whom you want to send the ad hoc letter.
- Once selected, use the More dropdown menu and select Letter.
The Generate Ad Hoc Letters window opens. You can choose to send an existing, template letter or create a custom letter:
send a message using existing Letters in your account.
create an on-the-fly letter from scratch. You'll see the same letter fields available for creation of your custom letter
- Subject: enter the Subject line for the email. Allows Dynamic Variables
- Body: add the body of the letter. Click Use HTML Editor (if enabled) to switch from a plain text editor to an HTML editor. Also allows Dynamic Variables
Regardless of the type of ad hoc letter you create, you have two options when you're ad hoc letter is ready to be sent:
Send bulk email: sends the letter via email to your selected user(s)
Create PDF: generates a PDF of the letter for your use.
Both methods of sending a letter can be tracked on the System Log page, including a link to download the PDF file if you chose to create a PDF.