Mail Templates

iSpec uses email templates to send out standard messages such as invitations to vendors, notifications for delivery dates, notifications of correspondence, etc.

These templates have generic content that you might wish to adapt to better suit your business.

To start click on the Mail templates menu under the Administration section of the main menu on the left of the screen.

This will display the list of email templates used by iSpec.

To edit a template, click on the template name in the left column.

In this example we have selected the General correspondence template. This is used for all general messages.

You will notice that each template has a number of #variables# (the items in the red boxes) contained between #s. This is where iSpec will insert the Project/Tender name, etc. into your message automatically. Each template has its own set of variables that it uses.

You may not change these variables or add variables from one template to another. You may only add, delete or change the other text in a template. You may however move the variables around or use them more than once in the same template.

Below is a table explaining when each template is used.

Template name	Description	Comments
AFE approval	Any tenders requiring Budget or AFE (Approval For Expenditure) approvals will use this template to send an email to the team responsible for budget approval
Correspond	This is the template used by the messaging system and the #message# variable will contain the relevant data.	The messaging system (Send email message panel) uses this template.
Due Date	This template is used to send out reminders for items that are to be delivered today.
DueInXDays	This sends an advance warning 30 days before an item is due for delivery. It is only sent once.
General	iSpec allows you to send emails to all or selected users. This is the template used and the #message# variable will contain the relevant data.	The generic mail link at the top of the screen uses this template
Inspect Notification	This template is used after inspection and the inspection report is ready for viewing.
Invitation To Tender	This template is sent to vendors as an invitation to tender.	It is important that you enter your company's tender policy here.
Invitation Extended	This template is used if you extend a tender by changing the closing date to a later date.
Item Over Due	iSpec uses this template to notify you and the vendor of any items when they have become overdue for more than 7 days. It is only sent once.
Library Change	This template is used when there is a change to the library
Login Details	This template is used to send any new user their login details or when you reset an existing user's password.
NCR	This template is a Non-compliance notification
Negotiate	Each time you or the vendor edits a negotiation in a document, the other party is copied via email to ensure they are aware of the pending negotiation.
Paragraph Not Available	This template is used when a paragraph needs to be approved to add to a template
Purchasing Approval	If you have set up the approvals to require approval from the purchasing department before publication of a tender, then iSpec will use this template to send the notification the purchasing approvers to do so.
Reminder Alarm Date	This template is used as a reminder that projects are due on this date.
SuppAFEOverBudget	If you require approval for extra expenditure over the budgeted amount after the contract has been awarded, this is the template that will be sent to the AFE or budget approvers.
SuppAFERejected	If any of the AFE approvers rejects the supplementary budget, this template will be used to notify the project manager.
SupAFEWithinBudget	If you require approval for extra expenditure within the budgeted amount after the contract has been awarded, this is the template that will be sent to the AFE or budget approvers.
Team Approval	This template is used to notify the project team (content approvers) to approve the tender documents for publication.
Tender Open ToVendor	When the tender opens (is published and the vendors have access) an email is sent to the project manager and team to inform them.
Tender Extended	The project team is informed that the tender has been extended.
Tender Closed	When the tender closes, this email is sent to the bid opening approvers to prompt them to open the bids.
Bids Approval Ready	This is used if a second reminder is required to open the bids.
Tender Completion	This email is sent to vendors every day until the closing date or until they have submitted their bid. It reminds them that they have to submit the bid and calculates the percentage of items completed.
Tender Open	This reminder is sent to the vendor on the day the tender is published whether or not you have
Tender Published	This reminder is sent to the project team once all the approvals on a tender have been completed and it is ready for publication whether the tender opening date has been reached or not.
Tender Rejected	If any of the pre publication approvers rejects a tender for publication this notification is sent to the project team.
Tender Result	When a tender is awarded to a vendor, this template is used to send an email to the unsuccessful bidders.
Pre Registration	Sends a mail to the new vendor informing them how to complete registration.
Vendor Registration Success	Sends a mail informing the vendor they have been approved as a vendor.
Vendor Registration Reject	Sends a mail informing the vendor they have been rejected as a vendor.
Vendor Registration Update	Sends a mail informing the vendor to update or supply additional information.
E-Bidding Start	Sends a mail informing the vendors that E-Bidding has started.
Technical Approval	Sends an email informing users that technical approval has been completed.
Commercial Approval	Sends an email informing users to approve commercial bid opening.
Commercial Approval 2	Sends an email informing users to approve second bid opening (After E-Bidding)
Evaluation Start	Sends a confirmation email informing the users that the evaluation phase has started and they can now score this phase
Vendor Bid Submission	Sends a confirmation email to the vendor confirming they have submitted a bid or no bid.
Vendor Re Submission Bid	Sends a confirmation email to the vendor informing them they have edited an already submitted bid and they will need to submit again.
Translation Needed	Language version in the library needs approval.