Once you've clicked on "Edit" for the Default Portal Email*, for example, you be able to update the Default Template; hide the Default Template; or Clone the template. If you choose to hide a template, it will not display for admins when sending portal invites. Note: You may not delete Default Templates (the button is grayed out for Default Templates). |
If you clone the Default Portal email, a pop-up box will appear for you to name the template. After you have named the template, you will have the option to update the text; hide the template; clone the template; or delete the template. Once you are done, click on the "Close"button. |
Within the "Select an Email to Edit" box, you will now be able to select the template you would like to default to when sending the Invite to Portal email. You will need to click on "Save Settings" towards the bottom of the screen. Note: the Default Portal Email was hidden so it does not appear in the drop-down list. |
Now that the default template has been selected, when you go to the 5500 Module and click on the "Invite X to Portal" link, the selected default from the Global Email Settings will appear in the drop-down list. However, you are able to select another template type for the standard Default Portal Email, any cloned Portal Email Templates, Default 8955-SSA Email or any cloned 8955-SSA Email Templates. |
*Note: We have provided default email subjects and sample correspondence, but you may customize this language any way that you like. It is important that you leave the web-portal link and the "Username" and "Password" information in your email (if applicable); however, you may change the placement of these items if you wish. If after you have edited the text and wish to return to the default language, click on "Revert Email" and the body of the Invitation Email will revert back to its original text.
There are a few features of the standard emails described in more detail below:
- Custom Language. Custom language will be completed by language you enter that is specific to a user and filing. For each user you add under the Work with Signers/Portal Users option, there will be a box to add custom language for that user. If you are not sure whether you will use custom language, we would recommend leaving in the "!@!CustomLanguage" text. (If you enter no custom language for a particular user and signer, there will be no information added to the email and it will cause no harm.) You may also change the placement of the custom language text. We have placed this at the beginning of the email since it will allow you to personalize the email. For example, you could enter custom language like the following:
"Dear Ms. Smith:
Thank you for the opportunity to assist you with your 5500 filing requirements this year." - Html Option. This option is only available if you "Specify a Server" under the Email/Server Settings described above. Once you have the box checked for "HTML Email?", then an html editor bar will appear below the Subject line for you to edit the email. You do not need to know html in order to use this feature.
- Testing. We have provided the ability to test your email settings (and html coding if applicable) for each of the standard emails. Please note that the "!@!CustomLanguage", "!@!Username" and "!@!Password" text will be customized for the user and either left out of the email if blank or filled in with the appropriate information (if there is no custom language the "!@!CustomLanguage" text will not appear).
- Placeholders. You will want to ensure you insert the placeholders you wish to use into the "Signer Email" or "Portal Email." You will only need to insert the placeholder itself (i.e. !@!Password) and not the placeholder and placeholder description.
There are a number of placeholders that you can insert into an email. To see the full list of possible placeholders for a given email template, click the "Placeholder List" button on the Edit Template form.
