How to create a custom LKS email template for evidence updates

OUTLINE

• What is an email template? 
• The system level email
• How to add an LKS level evidence update email template for your team
• Edit or delete a LKS level 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 assigned librarian and want to create a personal template, please see this article: Personal-Level email templates for Evidence Updates

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 assigned librarians.

The system level email

This is the default template that goes out with evidence updates unless either an LKS Level template or a personal level template is created in its place by the assigned librarian.

The text highlighted below is where the system will insert data to personalise the email from the assigned librarian to the library member, and it is important that you include the code elements at these points:

Dear {{RecipientSalutation}}

The resources listed below have been chosen based on the interests you have provided. Please do let me know if you feel the resources aren't matching your professional interests. 

{{CurrentAwarenessContent}}

If you need help getting hold of the full text of any of these results please email me. For more information about the KnowledgeShare Evidence Updates service, to change the frequency or stop receiving these emails, contact me using the details below or login to KnowledgeShare.

As well as providing this evidence update service, KnowledgeShare also gives you access to other library services such as evidence searches and skills training sessions. Log in using your NHS OpenAthens username and password at: www.knowledgeshare.nhs.uk (Register for NHS OpenAthens at: https://openathens.nice.org.uk/)

With best wishes
{{SenderFirstName}}

{{SenderName}} | {{SenderJobTitle}} | {{SenderEmail}}

{{SenderLKSName}} | {{SenderLKSWebsite}}

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 evidence update 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 Email Type drop-down list select Current Awareness

4. In the Subject add KnowledgeShare Evidence Updates

5. Enter in the Body of the email the text you wish to have, and then embed the following codes at appropriate points:

{{RecipientSalutation}} Addresses formally or informally as specified in their profile. 

{{CurrentAwarenessContent}} Inserts the updates content.

{{SenderFirstName}} Inserts the assigned librarians first name. 

As part of GDPR we must ensure that members have easy access to their data so that they can view the information that we hold about them and make or request changes.

Please ensure that your email templates on KnowledgeShare contain the following line: “Please reply to me if you would like to change your communication preferences or to stop receiving these emails”

6. Use the link icon to embed the following URLs within the body of the email:

• www.knowledgeshare.nhs.uk  (Login page)
• https://openathens.nice.org.uk/ (Login acquisition for members without access)

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

8. Insert codes below 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

9. 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

10. Scroll down and click Save   

Edit or delete a LKS level email template

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

2. Select Current Awareness 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