Using Planning and Budgeting Email Templates

This section provides an overview of Planning and Budgeting email templates and discusses how to define email templates.

Page Used to Define Email Templates

Page Name	Definition Name	Navigation	Usage
Email Template Definitions	BP_EM_TMPL_DEFN	select Planning and Budgeting, then select Planning and Budgeting Setup, then select Define Parameters, then select Email Templates	Define email templates that are used for submit and reject actions or that are associated with planning targets and model staging, and specify the users to whom you want to send the email (or a copy of the email) depending on the budget event.

Understanding Planning and Budgeting Email Templates

Create email templates to communicate with budget users about specific events that take place during the budgeting process. Use email templates when you stage, submit, or reject budgets and when budgets are submitted that are outside of planning targets.

Use the Email Template Definitions page to define the template, and then use the Assign Email Templates page to assign the templates to the specific events within a line-item activity scenario for a planning model. The system sends the assigned email after the event occurs.

See Assign Email Templates Page.

Email Template Definitions Page

Use the Email Template Definitions page (BP_EM_TMPL_DEFN) to define email templates that are used for submit and reject actions or that are associated with planning targets and model staging, and specify the users to whom you want to send the email (or a copy of the email) depending on the budget event.

Navigation

select Planning and Budgeting, then select Planning and Budgeting Setup, then select Define Parameters, then select Email Templates

Image: Email Template Definitions page (1 of 2)

This example illustrates the fields and controls on the Email Template Definitions page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Email Template Definitions page (2 of 2)

This example illustrates the fields and controls on the Email Template Definitions page (2 of 2). You can find definitions for the fields and controls later on this page.

Email Template

Select the email template that you want. Values are:

Budget Reject

Budget Submit

Model Stage

Planning Target

After you select a template, the Text Bind Variable Legend list box displays content that is relevant to the selected template.

Subject

Enter the default subject description that is used for the email template.

Email Text

Enter text bind variables from the Text Bind Variable Legend list box to define the default text for the template and indicate the data that you want the system to find and insert in the completed email message.

For example, if you want specific users to receive emails each time a model stages, create the following default message: The %B (Planning Model) staged by %H (Current User) completed on %E (Date/Time).

Select

Select the check box next to each budget user to whom you want to send the email.

If you select Budget Reject, Budget Submit, or Planning Target from the Email Template drop-down list box, the system sends a copy of the email to the selected users in addition to those who receive the email as defined by the event, role, and position in the planning center tree. Only users whom you define as budget users appear as available options.

If you select Model Stage from the Email Template dropdown list box, select the users to whom you want to send the email. The system uses the selected users as the email distribution list.