Can I personalise the email that accompanies a completed evidence search report?

Outline

• What is an email template? 
• The system level email
• How to add a personal level evidence search email template
• To edit or delete your personal email template

Note: This article is for personal templates only. If you are an LKS administrator seeking to create a template for all staff in your team, go to How to create a custom LKS email template for evidence searches.

What is an email template? 

When KnowledgeShare sends emails to members, the body of the email is based on a template. There are many different templates for all of KnowledgeShare's functions.

There are three levels of template:

1. System Level Email Template: This is the default template and can only be edited by System Administrators
2. LKS Level Email Template: This overrides any System Level version of this template. The template can be added and edited by LKS Administrators in your library service on behalf of all team members.
3. Personal Level Template: This overrides any LKS Level and System Level version of this template. The template is personalised and can only be edited by you.

The system level email

This is the default template that goes out with completed searches unless either an LKS Level template or a personal level template is created in its place. 

The text highlighted in blue below is where the system will insert data from the system to personalise the email from you to your member, and it is important that you include these elements:

Subject Line: Evidence search report - Liraglutide (or other GLP1 analogue) in Type 1 diabetes (1a)

Dear Dr Wildeve,(2)

Please find attached your requested search on Liraglutide (or other GLP1 analogue) in Type 1 diabetes  (1b)

If you have any questions about the search or search results do not hesitate to get in touch. 

Please let us know what impact the results of this search have had using the feedback form (3) on the KnowledgeShare website (no login required). Evidence of impact is vital for the continuation of this service.

Best regards
Catherine

Catherine Earnshaw
Knowledge Specialist (Primary Care) | catherine.earnshaw@nhs.net 
Sussex Health Knowledge and Libraries | https://www.uhsussex.nhs.uk/library

(1) {{LSRTitle}}

(2) {{RecipientSalutation}}

(3) {{EvaluationFormLink}} Note: This should be embedded behind a link with             display text, such as "feedback form" (see below for instructions)

All code elements are enclosed in a double set of braces {{ }} It is important that these are reproduced exactly.

How to add a personal level evidence search email template

1. Hold the cursor over your name in the top right of the screen and click My Email         Templates 

2. Click Add new template 

3. From the Email Template List, select Evidence Search Completed Report 

4. In the Subject field paste in the code for the search title Evidence search report: {{LSRTitle}} 

5. Paste in the body of the email the text you wish to have, and then include the following code at the appropriate points:

1. {{RecipientSalutation}} to ensure Members are addressed formally or informally as they have specified.
2. {{LSRTitle}} to ensure the title of the Evidence Search is automatically added.

6. To link to the feedback form, highlight the text "feedback form" (or your alternative         wording) and click on the Link icon in the toolbar:

Then insert the code {{EvaluationFormLink}} in the Link URL field. Select also "Open link in new window" in the Target field. Add a descriptive title to the Title field for accessibility purposes. Then click Insert.

7. End your email with your preferred closure statement ("With kind regards" etc) and copy in your usual email signature below it (without images) 

8. Scroll down and click Save

To edit or delete your personal email template

1. Hold the cursor over your name in the top right of the screen and click My Email             Templates 

2. Select EvidenceSearchCompletedReport from your existing personal templates list

3. Scroll to the bottom of the screen and click Delete, or, to edit, update text as                 appropriate in the Body or Subject Line (taking care not to remove the code elements     in double braces) and then click Save