--- title: "Defining the Request Awaiting Collection Notification template" canonical: "https://support.soutron.net/space/HG/3279203/Defining%20the%20Request%20Awaiting%20Collection%20Notification%20template" format: markdown --- This section describes the process of creating and managing the templates for producing notification emails to the user to tell them that their requests are ready for collection from the library.  Different templates can be created for each office or the same one for all offices, as well as different ones or the same one for each [type of request](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277029), i.e. Loan request, Photocopy request or Supply a Copy request.    The system generates one email for all the items requested by a user in one session. > ⚠️ Note that if you use two or more templates and a user requests different request types in one transaction, they will receive a separate email for EACH request type. ---  **To access the templates, select** **Modules > Task Centre > Template Maintenance**. The following screen is displayed: | | | --- | | > Macro (inline-external-image) > Macro (inline-media-image) |  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](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 Request Awaiting Collection Template To create a new template, click **Create new template** in the Actions menu. The following screen displays: | | | --- | | > Macro (inline-media-image) > Macro (inline-external-image) | # 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 "Request State Changed template". | | **Name** | Enter the name of this template, eg "Request Awaiting Collection Notification" | | **Description** | Optionally, enter a short note describing the purpose of this template | | | | --- | | > Macro (inline-external-image) > Macro (inline-media-image) | 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](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623) - [data](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623) (user and loan data) - [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](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. | | | --- | | > Macro (inline-external-image) > Macro (inline-media-image) |  The following macros are available: | | | | --- | --- | | **Requested items** | Inserts details of the requested items, such as Title and Barcode | | **User email address** | Inserts the user's email (but this is not used for sending the email) | | **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 | | **Username** | Inserts the Username into the template | 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 **Insert Macro** The macros are inserted in square brackets. For example, you might include the following: > You have requested the following items from the Library: [RequestedItems] ### Adding text You will also need to add text to the email, for example "You have requested the following items from the Library:" 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 **Save template** in the Actions menu, or **Save template and exit** to return to the list of defined templates: | | | --- | | > Macro (inline-external-image) > Macro (inline-media-image) |  You then need to [set up the task](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279533) to process the emails. --- **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)**.**