---
title: "Defining Supply a Copy email templates"
canonical: "https://support.soutron.net/space/HG/3278110/Defining%20Supply%20a%20Copy%20email%20templates"
format: markdown
---
This section allows you to manage the templates for producing notification emails to library staff for Supply a Copy requests.

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**To access the templates, select** <span style="color: #ff0000">**System Management > Task Centre > Template Maintenance**</span>.

The following screen is displayed:

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| ![image](media://e06079a1-5f69-4d3f-951c-922e7c915f51) |


This displays any templates already defined: you can limit the display to a particular type of notification, or whether they are Shared or Private, by selecting from the drop-down list in the Templates Filter.

From here you can:

- [define a new template](#Creating_a_new_Supply_a_Copy_template)
- [edit an existing template](http://confluence.soutron.net/Editing_a_template.html)
- [delete a template](http://confluence.soutron.net/Deleting_a_template.html)

# Creating a new Supply a Copy template

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

The following screen displays:

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| ![image](media://6e8cfc6a-5c75-40ba-8bf4-089897014b75) |

# Template designer

Enter the following information at the top of the screen:

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| **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 "Supply a Copy". |
| **Name** | Enter the name of this template, eg "Supply a Copy 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: 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](#Uploading_images)
- [data](#Adding_loan_and_user_data) (user and loan data)
- [fixed text](#Adding_text)

### Uploading images

You can upload images to be used in the email: see more details [here](http://confluence.soutron.net/Creating_a_new_template.html#Uploading_images).

### Adding request and user data

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

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| ![image](media://028464c9-5c89-408e-9854-37318c7c0eb0) |


The following macros are available:

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| **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 address** | 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 |
| **Address note** | *This is not yet in use* |
| **User home or work phones** | Inserts the user's phone number |
| **User mobile phone** | Inserts the user's mobile phone number |
| **User work extension** | Inserts the user's extension number |


To insert the data:

1. place the cursor where you want to insert it in the rich text area
2. select the relevant macro from the drop-down list
3. click on **Insert Macro**

The macros are inserted in square brackets. For example, you might start the template off with:

Request from: [User First name] [User Surname]

When the email is received, this will appear as:

> Request from: Fred Smith

### Adding text

You will also need to add text to the email, for example "Request from:" as in the example above.

Text can be added and formatted just as with standard word processing.

### HTML design mode

You can switch to HTML design mode if you prefer to format the information this way, by clicking on the **HTML** tab at the bottom of the rich text area.

# Completing the process

When you have finished, click on **Save template** in the Actions box, or **Save template and exit** to return to the list of defined templates:

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| ![image](media://0a8c2b08-ae0c-447e-afb3-7ec459853c24) |


You then need to [set up the task](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278802) to process the emails.


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**Experiencing problems with loans and requests? See the **[**Troubleshooting Guide**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278231)** and **[**How do I ...?**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278240)**.**