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Conga Support

Adding an Event Alert Template

Administrators can create event alert templates if they want to standardize the messages in the event alerts (email messages) that are sent out, notifying the interested parties of important contract and company events, such as an upcoming contract renewal date or the expiration of a company's insurance certificate. Event alert templates can also define the follow-up, or reminder email messages that are   automatically sent if no action is taken for the event.

When users set up event alerts, they have the option of using a template with a predefined message and notification date, or creating a unique event alert where they supply the message and notification date. Users also have the option of using a template and altering the message text in the event alert, as well as changing the date on which the alert is sent out.

  Novatus recommends using standard text in the event alert templates for contract expirations and renewals. The templates should also be tailored to your company's work processes, and should specify what is happening in the event, as well as what action (if any) the recipient should take.

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A

Navigation Toolbar

Click on Admin to display your administrator functions, and select Event Alert Templates to display the Event Alerts Templates browse screen.

Note: If the Event Alert Templates link is not present, you do not have permission to use this feature.

B

New Template button

Click to display the Event Template Edit screen.

Important: You can use the Copy feature to create the new template if an existing template contains most of the needed information.

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C

Copy From list

This list is used only if you want to add a new template using an existing template. See Copying an Event Alert Template.

D

Template Name field

Enter a name for the template. Remember to be consistent and specific in naming templates so that users will be able to easily identify the correct template when making their selection.

E

Event Description field

Enter a concise description of the event. The information in this field displays in the Event Info section of the email message that is sent to the event owner and all the recipients designated by the user who creates the event alert.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

F

Event Notification field

Enter any actions that need to be taken by the event owner or the other recipients of the event alert email message, as well as any additional information about the event. The information in this field displays in the Event Info section of the email message that is sent to the event owner and all the recipients designated by the user who creates the event alert.

G

Event Reminder field

Enter a reminder email message for the event, which will be sent to the event owner and/or other recipients if the event is not completed (or closed) prior to the Reminder Date. The information in this field displays in the Event Info section of the email message that is sent to the event owner and all the recipients designated by the user who creates the event alert.

Note: The Reminder Date is the date on which an event alert (email message) is sent out by the Novatus system, reminding recipients of an upcoming event. The Reminder Event Alert Date = Event Date – Number of Reminder Days (i.e., number of days entered into the Reminder Days field in the Term and Renewal Event in the Contract Profile).

H

Warn Days field

Enter the number of days prior to the event date that you want the Novatus system to send an email message to recipients, notifying them of the event.

Note: The email message contains the text entered in the Event Notification field (Step F).

I

Remind Days field

Enter the number of days prior to the Notification Date that you want the Novatus system to send a reminder email message to recipients.

Note: The email message contains the text entered in the Event Reminder field (Step G).

J

Save button

Click to save your information and add the event alert template.