Email

Recording Email defaults

Email defaults allow for:

•	A generic school email address

The address will appear in the From: field for received emails

•	Default recipients for a particular report type

Selectable from Student DOE Email, Student personal Email, Family Email

Different default recipients can be set for each recipient

•	Default subject and text for the body of emails sent

Different default text can be recorded for each report type.

 

To record your report email defaults:

1.	Select the Report and Print Management main menu item

2.	Select the Printing Setup menu item

3.	Select the Email Defaults tab

4.	Type a generic From address into the Report From Email Address field if required

Note: It is important that the ‘From’ address is a valid and active address. Some external email provides will not deliver an email if it is from an address that is not valid.

5.	Click on Save

6.	Select a Report Type

7.	Click on the Edit icon

8.	Select the default Email recipient type(s):

•	Student DOE Email

•	Student personal Email

•	Family Email

9.	Select the default to report from email address to use the saved generic ‘report from email address’. Uncheck the default to report from email address if the individual user’s email address is to be used for particular templates.

10.	Enter the default subject of the email

•	Wildcards can be used. These are copied from the body text

11.	Enter the default body text for the email

•	Images can be added to the message body by copying and pasting the image into the message space. To reduce the size of the image, right click on the image and select a suitable scale change.

•	Wildcards can be used

•	Click on the icon to select from the available list

 

 

Wildcard	Description
<<ReportLink>>	A hyperlink to access the student’s report * See note below
<<ReportUrl>>	The URL to access the student’s report
<<StudentSurname>>	The student’s surname
<<StudentFirstName>>	The student’s firstname
<<StudentSonDaughter>>	The word son or daughter depending on the student’s gender
<<StudentHisHer>>	The word his or her depending on the student’s gender
<<StudentHeShe>>	The word he or she depending on the student’s gender
<<StudentAcademicYear>>	The student’s academic year
<<StudentForm>>	The student’s form or class
<<StudentEmail>>	The students email address
<<StudentBirthDateLong>>	The students birthdate in Mmmmm yyyy format
<<SchoolName>>	The school name
<<ParentFMMTitle>>	The family mail marker’s title
<<ParentFMMSurname>>	The family mail marker’s surname
<<ParentFMMFirstName>>	The family mail marker’s first name
<<ParentFMMSalutation>>	The family mail marker’s salutation
<<ParentFMMRelationship>>	The family mail marker’s relationship with the student (from SIS)
<<ParentFMMEmail>>	The family mail marker’s email address
<<Learning Area>>	The learning area (for task mark reports)
<<Context>>	The context (for task mark reports)
<<GroupName>>	The name of the group for the reported task results
<<UnitCode>>	The senior school course unit code for the reported task results
<<SubjectName>>	The senior school subject name for the reported task results
<<ReportingPeriod>>	The reporting period for the report data
<<ReplyToEmail>>	Substitute the email address used to send the report email

•	When copying text from Word, click on the Clean-up HTML icon to remove any additional formatting.

 

12.	Check the Include Signature Block checkbox to append the users signature block to the email

Note: Third party email providers may block hyperlinks in emails that come from unrecognised sources. This will prevent the report from being accessible using the <<ReportLink>> merge field. To manage this:

•

Include the less friendly <<ReportUrl>> merge field that will provide the full URL (location address) for the download report. This is provided as text that may link directly to the report or can be copied to the browser address bar to access the report. The sample report text includes this link in the footer. This approach is consistent with many external organisations.

•	Ask your parents to add the education.wa.edu.au domain to the safe senders list of their third-party email system. This will ensure that any emails from Department sources are not blocked or restricted.

Note: The Multiple report type will be used if the selected student reports contain reports with different types. For example, where a student has a semester report and also an IEP report.

The Multiple report type will have additional wildcards for:

Wildcard	Description
<<MultipleReportLinks>>	A hyperlink will be added for each report for the student.
<<MultipleReportUrls>>	A URL will be added for each report and is used to access the student’s report where an email system has disabled hyperlinks.

13.	Check the Include Electronic Footer Block checkbox to use a generic school footer image as the signature block, providing consistency regardless of the user sending the emails.

	http://www.education.wa.edu.au
	Phone (08) 9264 5555
	customer.service.centre@education.wa.edu.au