Setting Your Email Signature

To create or edit your email signature that defaults on all the emails you send from the system, follow these steps:

1. Click on the View Profile button

   

2. Click on Settings

   

3. Select Email → My Email Settings

   

4. Edit signature block
   Click Save when done.

   

   
   

Sending Emails

To send an email from a case, follow the below steps:

1. Click on the Activity tab of the Case

   

2. Click Compose on the ‘New Email’ tab

   

3. Ensure Recipient(s) are correct

   1. You can add in cc’s or bcc’s

   2. In most templated emails, the Primary Employee/Contact’s first name is being mail-merged in the salutation. If this isn’t the case for your specific email, make sure you adjust the email salutation.
      

4. Pull in template
   There is a suite of pre-built templates in the system, but there is also a ‘blank’ template if you are sending an ad-hoc email.

   1. Click on the Insert, Create, or Update Template button

      

   2. Click on Insert a template

      

   3. Select the applicable Template Folder
      Pre-built templated emails are organized by the Type of case.

      

      
      A Blank Email Template (for ad-hoc emails) exists in the Leave Email Template folder.
      

   4. Select the applicable template

      

      
      The Blank Email Template (for ad-hoc emails):

      

   5. Popout or Maximize the email (if you want)
      These two views will allow you to continue to navigate the case while you edit your email, or allow you to maximize the email to make editing potentially easier.

      1. Click the Popout to docked view

         

      2. This popout view will allow you to edit your email but still navigate inside the case.

         

      3. Maximize (if you want)
         This view will full-screen the email potentially making editing the easiest.

         1. Click the Maximize button

            

         2. View email in maximize view

            

   6. Edit the email

      1. You have full rich-text capabilities, and you can modify anything from a templated email.

      2. You can keep the email chain history if it makes sense in the email. Note: once you’ve removed the email chain history, getting it back is difficult unless you copy/paste it from an old email.

      3. Your signature line will automatically pull in.
         

   7. Preview the email (if you want)
      Click the Preview button.
      This will show all mail-merge(s)/etc.

      

   8. Send the email
      Click the Send button.

      

   9. Employee receives the email

      

      
      
      
      

Sending Email FAQs

• All emails are from leave@colorado.edu

• All templated emails will have:

  • Human Resources logo

  • Grey banner with:

    • Case Number

    • Last Name, First Name

    • Case Title (examples: Question - OJI, Case - FMLA - Employee, Case - Parental - Family)

• {{{Recipient.UIS_Preferred_First_Name_C}}} will always populate with the Primary Employee/Contact’s first name--whether the email is to them or not. If you are not sending to this person, you will need to update this salutation.

• You can keep the email chain history if it makes sense in the email. Note: once you’ve removed the email chain history, getting it back is difficult unless you copy/paste it from an old email.

• While fonts may appear different, the email that is sent will have consistent fonts.