Home   >   Training   >  Application Administrator >   Update and Schedule Email Notification Template

Update and Schedule Email Notifications

This article explains how to update email templates and schedule email notifications in UC OATS. Templates can be customized to meet your campus needs.

Update Email Notification

This section will show you how to update an email template.

Note: 
  • To modify variables within email templates, contact your UC OATS technical partner.
▶ Update Email Templates

To update your campus email templates:

  1. Navigate to App Admin> Notifications/Email>Notifications.notifications/email tab
  2. Go to the Actions section and select Edit.
  3. Select the Fiscal Year this update should affect. 
    Email template
  4.  Update the body of the text using HTML markup. Do not make any changes to the variables. 
  5. Click Submit to save the changes.

Preview Email

To preview the changes to the email:

  1. Select the Preview button to the right of the email template.
    Email template preview
  2. Fill out the required fields to generate the preview. The field requirements will vary by email.
  3. Select Email Preview​​​​​. The preview will appear below.
▶ Add AC URL Tag to Email Template

This section explains how to add a URL tag to the Annual Certification email template, providing faculty with a direct link to their Annual Certification.

Note: 
  • This URL tag is only supported in Annual Certification email templates.
  • URL tags and variables must be enabled before they can be used in email templates.
  • Do not add URL tags or variables without confirmation that they are enabled, as they will not function properly.

To add the AC URL tag to the email template:

  1. Select the App Admin tab.Application Administrator workspace page
  2. Click Notifications/Email.
  3. Locate the email template you want to update. Click Edit.
  4. In the template, place your cursor where you want the link to appear. Add the the following: <a href='@ANNUAL_CERTIFICATION_URL@'>Annual Certification </a> 
    This will add a hyperlink to the words Annual Certification. That hyperlink will open the faculty member's Annual Certification form.
    form for editing the email template
  5. Click Submit to save the email template. Complete this process for all Annual Certification email templates.

    e.g. Email Exampleexample of email

Schedule Email Notification

Emails with a Schedule Notification Type must be scheduled by the App Admin to be sent out. These types of emails can be scheduled in advance and will send emails to users who meet the criteria at the time of scheduling. 

▶ Schedule Email Notifications

To schedule an email:

  1. Navigate to App Admin> Notifications/Email>Notifications.
    notifications/email tab
  2. Go to the Actions section and select Manage.
  3. Select Schedule New Release​​​​​.
    notifications/email schedule release
  4. Schedule the release. Select a Release Date and Fiscal Year.
    notifications/email tab
  5. Click Submit. 
  6. The email has been scheduled. You can view the Recipients list and Delete the scheduled email. Note: The list of recipients is set when you schedule to email. So if they leave the university or no longer meet the criteria, they will still get the email. 
    notifications/email tab

 

Last Modified:2026-04-02 15:44:57.100805-07

Copyright ©