---
title: "Defining Submission Notification templates"
canonical: "https://support.soutron.net/space/HG/3278089/Defining%20Submission%20Notification%20templates"
format: markdown
---
Templates can be created to use when sending notification emails for End User Submissions.


A mandatory email notice must be set up to alert the Administrative staff to any submission that is sent in via the Search Portal or OPAC.  This email contains a link to the record, so that the Administrative Staff can examine the submission and decide to accept or reject the record.

Optionally, two additional emails can be sent:

1. An email to the user when their document or enquiry is approved (optional)
2. An email to the user when their document or enquiry is rejected (optional)

---


**To define a template, select** <span style="color: #ff0000">**System Management > Task Centre > Template Maintenance**</span>.


The application will display any templates already defined: limit the display to a particular type of template, or filter by  Shared or Private, by selecting from the drop-down list in the Templates Filter.

Next:

- [define a new template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277970)
- [edit an existing template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278249)
- [delete a template](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277867)

# Creating a new Submission Notification template

To create a new template, click **Create new template** in the Actions menu.

# Template designer

Enter the following information at the top of the screen:


|  |  |
| --- | --- |
| **Accessibility** | By default this is set to Private, which means that it is only visible to you. To enable others to see it, untick the box. |
| **Template name** | This is populated automatically and is set to "Claim". Use the drop-down list to change it to one of the following:<br>- Submission Notification
- Approved submission
- Rejected submission |
| **Name** | Enter the name of this template, eg "Submission notification" |
| **Description** | Optionally, enter a short note describing the purpose of this template |


The main body of the email is defined in the Rich Text Area (a Word like editor): click into it to begin. It consists of a mixture of static text and dynamic data pulled from elsewhere in the application, plus images if required:

- [images](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623)
- [data](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623) (user and records )
- [fixed text](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623)

### Uploading images

You can upload images to be used in the email: see more details [here](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277970).

### Adding user and catalogue data

User information such as name, and information about the submitted items, can be defined in the email through the use of macros which are listed at the end of the toolbar.

![image]()

The following macros are available:


|  |  |
| --- | --- |
| **User name** | Inserts the Username into the template |
| **User address** | Inserts the user's address |
| **Requested items** | Inserts details of the overdue items, such as Title and Barcode |
| **User First name** | Inserts the user's first name |
| **User Surname** | Inserts the user's surname |
| **User Title** | Inserts the user's title, eg Mr, Mrs |
| **User email** | Inserts the user's email (but this is not used for sending the email) |
| **Report created date** | Inserts the date that the notification email was created |
| **Link to site** | Inserts a link to the record in the database |
| **Catalogue Title** | Inserts the title of the record submitted |
| **Submission Reject note** | Inserts the reason why the record was rejected |

To insert the data, place the cursor in the rich text area and then select the relevant macro from the drop-down list and then click **Insert Macro**. The macros are inserted and are presented with square brackets to denote that this is a macro.

### Adding text

Also add text to the email. Text can be added and formatted using the word processing functions in the form.

[View sample emails](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279402)

### HTML design mode

Switch to HTML design mode if preferred to format the information , by clicking on the **HTML** tab.

# Completing the process

Click **Save template** in the Actions menu, or **Save template and exit** to return to the list of defined templates:

![image]()

The next step is to [set up the tasks](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279512) to establish when to send the emails.