Learn how to customize system email messages in this step-by-step guide. This help guide will cover how to customize system email messages in Arts People.
System messages can be edited from two places:
- System Messages setup screen - where they are organized by category with a description of each. Each system message has a name, description and "value" field. The value is what displays to the patron. You can edit the value and save to make the change. System messages that appear on the public pages, or HTML versions of confirmation emails can include HTML code formatting, and can include embedded images using our image tag. Note that if you encounter variable fields in the value, it is recommended to leave the variable in place and just change the text around it if needed. These variables are where dynamic information will be displayed, such as the order details in the ticket confirmation email.
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Public Page view - accessed from the Public Pages screen, by clicking the "Modify System Messages ON" link that appears to administrators at the top left of the public page screens. You must be logged in as an administrator and visit the public pages from the admin side for this link to be visible. Once you click it to turn it on, you will see links on each public page, in parenthesis. These links will take you directly to that specific system message for editing.
CAUTION: Any changes made to system messages are immediate and will be visible to patrons visiting your public pages.
Staff Notifications fields for automatic notification of new transactions - With each confirmation email that the system sends out (customizable in the System Messages Emails area), there are Staff Notification fields where you can input one or more email addresses, separated by commas, that you want to receive an email notice of the transaction. This is a copy of what the patron is sent once the transaction is complete. This option notifies your staff when specific transactions occurs.
Instructions
Customizing System Email Messages
System messages are custom, editable content that appear throughout the public pages and in the confirmation emails the system sends to your patrons after completing transactions. By customizing these system messages you can tailor the experience and messaging to your patrons.
For this example, Let’s customize the donation confirmation email. The new email will include a new “thank you” message.
- To begin this process, start by selecting Setup in the main menu on the left.
- Under the Public Design section, select System messages.
- Then, select Emails.
- Navigate to the Donation_Confirm_Boxoffice row. You can see information that is pulled dynamically when a bracketed code is present. For example: [field/logo] will present the logo image when the email is drafted. You are able to insert codes, change text, and add links and images, as needed. Make your changes to the email. For this example, let’s add a ‘thank you’ message. When finished, select Save.
Note: If you plan to make changes to more than one email, be sure to select save within the row before moving onto the next email. If not, your work will not be saved.
Variables available for you to use in system messages or confirmation emails
Messages may include a variety of User Substitution variables. These allow you to present dynamically generated information to the user (their name, for example, in an email). The following table details the User Substitution codes and where they apply.
| Code | Messages that use the code | What the code substitutes for |
| [*image/(file name)*] | HTML messages, HTML emails (sent from the mailing list page) | Image |
| [*field/first_name*] | All | First name of patron |
| [*field/last_name*] | All | Last name |
| [*field/informal_first_name*] | All | First name of patron (will use nickname instead, if this field is populated for a patron) |
| [*field/nickname*] | All | Nick name of patron (this will appear ONLY if there is a nickname populated on the patron record - informal_first_name field may be preferred) |
| [*field/email*] | All | Patron's email |
| [*field/donation*] | donation_thank_you_email | Amount of donation |
| [*field/contribution*] | donation email | Amount of donation (same as donation field above) |
| [*field/contribution_date*] | donation email | Displays date of donation in short form. E.g. MM/DD/YY |
| [*field/contribution_date/1*] | donation email | Displays date of donation in long form. E.g. January 06, 2017 |
| [*field/fund*] | donation email | Fund the donation applied to |
| [*field/campaign*] | donation email | Campaign the donation applied to |
| [*field/donation_type*] | donation email (admin donations only) | Donation type applied to the donation |
| [*field/donation_notes*] | donation email | Donation Notes |
| [*field/appeal*] | donation email | Appeal applied to the donation |
| [*field/total*] | All purchase-related | Total amount of purchase |
| [*field/ticket_info*] | Email ticket confirmation emails | A table giving details of tickets purchased, show names and dates, seat numbers, and amounts per ticket |
| [*field/membership_type*] | membership email | lists the membership TYPE |
| [*field/membership_level*] | membership email | lists the membership LEVEL |
| [*field/membership_expiration_date*] | membership email | lists the membership expiration date |
| [*plural_t/*] | Email ticket confirmation emails | Turns into the plural form if there is more than one ticket in the order, otherwise the singular form. The singular form is optional. This allows you to write messages like "Pick up your ticket[*plural_t/s*] at the door", or "Thank you for buying [*plural_t//a *] ticket[*plural_t/s*]". |
| [*plural_p*] | Email ticket confirmation emails | Like plural_t, but it checks if there is more than one performance in the order. |
| [*promo_pass/{pricing_id}*] | mailing list | Promo code based on the pricing id given. |
| [*open_curly_bracket*] | HTML messages | Curly bracket. The system uses curly brackets internally, so you cannot enter them into messages directly. |
| [*close_curly_bracket*] | HTML messages | |
| [*box_office/name*] | optional | your organization's name, as it appears on the client information setup screen |
| [*box_office/address*] | optional | your organization's address line 1, as entered on the client information setup screen |
| [*box_office/address_2*] | optional | your organization's address line 2, as entered on the client information setup screen |
| [*box_office/city*] | optional | your organization's city, as entered on the client information setup screen |
| [*box_office/state*] | optional | your organization's state/province, as entered on the client information setup screen |
| [*box_office/zip*] | optional | your organization's zip/postal code, as entered on the client information setup screen |
| [*box_office/email*] | optional | your box office email, as entered on the client information setup screen |
| [*box_office/phone*] | optional | your box office phone number, as entered on the client information setup screen |
Take a look at existing system messages. Below are a list of additional fields that can be used in emails.
[*field/promo_pass*] - promotional pass code; used to redeem discount or complimentary tickets
[*field/pay_for_reserve*] - link to pay for tickets on reserve
[*field/reserve_reminder_date*] - inserts date that payment must be made for tickets that are on reserve
[*field/cancel_reserve*] - link to cancel tickets that are on reserve that have not been paid
[*field/retail_purchase*] - total cost of retail purchase
[*field/gift_cert_recipient*] - name of person the gift certificate was purchased for
[*field/inscription*] - inscription entered for the gift certificate purchased
[*field/gift_cert_amount*] - inserts dollar amount of gift certificate
[*field/gift_cert*] - redemption code (used to redeem gift certificate for tickets or retail items)
[*field/gift_cert_value*] - Dollar value of gift certificate purchased
[*link/gift_cert*] - link to print or use the gift certificate
[*field/logo*] - add logo to email
[*field/recurring_frequency*] - If donation is recurring donation, this code inserts the frequency which it will recur
[*field/total*] - the amount that recurs
[*field/recurring_until*] - stop date of recurrence, if one is set.
[*field/fmv*] - Fair market Value amount entered on a donation by an agent will appear along with the exact text of the field prompt as you have it set in system messages.
[*link/reprint*] - inserts a link to reprint ticket
[*field/address*] - inserts address of purchaser
[*field/phone*] - inserts phone of purchaser
[*field/city*] - inserts city of purchaser
[*field/state*] - inserts state of purchaser
[*field/zip*] - inserts zip of purchaser
[*field/country*] - inserts country of purchaser
[*field/publication_name*] - inserts the publication name from a person record
[*field/formal_household_name*] - inserts the formal household name for patrons in a household relationship (note that emails are always sent individually)
[*field/informal_household_name*] - inserts the informal household name for patrons in a household relationship (note that emails are always sent individually)
[*field/enrollment_info*] - inserts a table giving details of enrollment(s) purchased. Student name; Class title; Meeting Times; Starting Date; and Cost.