How to create a custom LKS email template for evidence searches

OUTLINE

• What is an email template? 
• The system level email
• How to add an LKS level completed search email template for your team
• Edit or delete an LKS level completed search email template

Note: This article is for LKS Administrators who are seeking to create an LKS level template for their team. If you are an individual searcher and want to create a personal template, please see this article: Personal level evidence search email template 

See also: Video demonstration of LKS-Level email template management (8 mins)

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 individual searchers.

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 the searcher to your library member, and it is important that you include the code elements at these points:

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 (4)

Catherine Earnshaw (5)
Knowledge Specialist (Primary Care) (6) | catherine.earnshaw@nhs.net  (7)
Sussex Health Knowledge and Libraries (8)   https://www.uhsussex.nhs.uk/library (9)

Code elements to be included:

(1) {{LSRTitle}}

(2) {{RecipientSalutation}}

(3) {{EvaluationFormLink}} *Embedded behind link

(4) {{SenderFirstName}} 

(5) {{SenderName}} 

(6) {{SenderJobTitle}} 

(7) {{SenderEmail}} *Embedded behind link

(8) {{SenderLKSName}}

(9) {{SenderLKSWebsite}} *Embedded behind link

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

How to add an LKS level completed search email template for your team

1. Hold the cursor over Admin and click My LKS Email Templates 

2. Then, click Add new template 

3. From the drop-down list select Evidence Search Completed Report 

4. In the Subject field paste in the code for the search title {{LSRTitle}} and add any         text around it that you would like to include.

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

• {{RecipientSalutation}} to ensure Members are addressed formally or informally as they have specified in their profile.
• {{LSRTitle}} to ensure the title of the Evidence Search is automatically added in the body of the email, if you wish it to be there.

• If you are using our feedback form, ensure that you include this link. To link to it, highlight the text "feedback form", or your alternative wording:

• Then, click on the Link icon in the toolbar:
• Insert the code {{EvaluationFormLink}} in the Link URL field. Select "Open link in new window" in the Target field. Add a descriptive title to the Title field for accessibility purposes. Then click Insert.

6. End your email with your preferred closure statement ("With kind regards" etc) and         insert {{SenderFirstName}} which inserts the searchers first name.

7. Insert codes for the email signature. This includes:

• {{SenderName}} Senders full name
• {{SenderJobTitle}} Senders job title
• {{SenderEmail}} Senders personal email
• {{SenderLKSName}} LKS service name
• {{SenderLKSWebsite}} LKS website link

8. Format as a link {{SenderLKSWebsite}} and {{SenderEmail}} Individually highlight, then click on the Link button in the toolbar:

•  Copy and paste the code into the Link URL field, select "Open link in a new         window", add a descriptive title to the Title field for accessibility purposes, and then click Insert.

9. Scroll down and click Save 

Edit or delete an LKS level completed search email template

1. Hold the cursor over Admin and click My LKS Email Templates

2. Select EvidenceSearchCompletedReport from the existing 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