To edit the collaboration email content, make the following selections from the main menu to get to the screen that allows you to restore job descriptions: Tools & Utilities > Edit Collaboration Email Content. The main things you will want to know about this screen include:
The top portion of the screen includes a text entry area with the words Email Subject above it. This text entry area contains the contents of the existing email subject line. It will typically include something like the following:
Please collaborate on the position of <TITLE>
If you want to change the subject line that is sent with each email request, simply edit the text to reflect the wording you desire. Here are a few guidelines to keep in mind when editing the subject line:
- Keep the email subject short so that it will be visible to others who may have a lower screen resolution and/or different email program than you.
- Include <TITLE> in the subject to automatically insert the job title that you are requesting collaboration help on.
- You can use the controls above the text entry area to change the font typeface, color, etc. just like you would in a regular text editing program, but be aware that some email programs will not display the title line exactly as you have formatted it.
The next vertical section of the screen includes a text entry area with the words Email Body above it. This text entry area contains the contents of the existing email body.
If you want to change the contents of the email body that is sent with each email request, simply edit the text to reflect the wording you desire. Here are some guidelines to keep in mind when editing the email body:
- The text entry area works like a standard word processor. Extra carriage returns you enter will create paragraphs, vertical spaces, etc.
- The email that users receive will look virtually identical to what you see in the text entry area. However, you should let paragraphs auto-wrap instead of inserting "hard" carriage returns, since the recipients screen resolution and email window size will likely be different than yours.
- Include <CNAME> in the email body to automatically insert the collaborator's name.
- Include <NAME> in the email body to automatically insert the sender's name.
- Include <TITLE> in the email body to automatically insert the job title that you are requesting collaboration help on.
- Include <DEADLINE> in the email body to automatically insert the deadline date and time for this request to be completed.
- Include <URL> in the email body to insert the automatically generated link that allows the collaborator to edit the job description that you are requesting help on.
- You can use the controls above the text entry area to change the font typeface, color, etc. just like you would in a regular text editing program, but be aware that some email programs may not display the content exactly as you have formatted it.
Use the command buttons at the bottom of the screen to perform the following actions:
Save Click the Save button to save any changes that you have made while editing, including changes to both the subject line and the email body.
Close Click the Close button to exit the collaboration email content editing screen. Beware that if you have not saved your work before closing this screen, your changes will be lost.
Clear Click the Clear button to completely clear the contents of the email subject line and email body. You would typically only do this if you wanted to delete everything and start with a clean slate.
Default Click the Default button to replace the contents of the email subject line and email body with factory defaults. This will restore the text using a reasonable generic template that you can either accept as-is, or edit to your satisfaction.
Test Click the Test button to send an test email to the primary email address listed in the account management screen*. This allows you to get an idea of what your changes will look like before you start sending live collaboration requests.
*Note: You can get to the account management screen by using the main menu bar and clicking: Tools & Utilities > Manage Your Account.
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