E-mail Templates and Classification

In order to communicate better with prospective candidates and applicants two features were added to

ACES2 e-mails. Schools have the ability to upload a template or use a template layout to build e-mail

communications. An e-mail template must be published in order to work with it in an ACES2 e-mail. The

second feature is email Classification. Schools can classify their emails as Marketing or Transactional.

A. Uploading and Publishing an E-mail Template

1. Scroll to UTILITIES/E-mail Templates.

2. There are three sections:

a. Existing Templates: Once an existing template is selected; the user has the ability to Preview Page,

Edit, Copy or Delete the template.

Note: If you Delete a template layout, you cannot name a new template the same name as a deleted

template.

b. Template Layout: LSAC has provided 6 (six) preconfigured Template Layouts to work with. Once

selected, you can name and modify the template.

c. Upload Template: Schools have the ability to upload an external template. The uploaded template

must be in the .htm or .html format.

Note: All templates must be published in order to work with them in an ACES2 e-mail. Published

templates, and templates uploaded from outside ACES², cannot be edited only copied.

2a. Publishing Existing Templates

1. Select an existing template.

2. Select Edit. In the edit mode, the user can change the template name, as well as,

modify each section of the layout.

3. Select edit to modify the sections.

Image: upload an image file with a width of 120px or less

Header: adjust the header background and enter up to 4,000 characters.

Side bar: adjust the side bar background and enter up to 4,000 characters.

Email body: Set the body background color, the email border and the border

size in pixels.

Footer: Enter in the Footer Text up to 4,000 characters, the Address up to 500

characters, and/or Purpose of Email up to 4,000 characters.

4. When finished making changes, select Save.

5. Select Publish to work with this layout in creating e-mail reports.

6. Select Back to return to Email Templates.

Note: Each template can be individually deleted from ACES2. Deleting a template will not affect

previously scheduled e-mails using that template.

2b. Selecting and Publishing a Template Layout

1. Click on the Template layout.

2. Enter in the Email Template Name.

3. Select Save.

3. Select Edit to modify the section.

Image: In layouts 1, 2, 3, and 4, the maximum image width is 120 pixels.

In layout 5, it is 600 pixels. You can include links to additional images

that reside on an external website.

Header: adjust the header background and enter up to 4,000

characters. Please note, remove the label Header from the section as it

will appear in the email.

Side Bar: adjust the side bar background and enter up to 4,000

characters. Please note, remove the word Side Bar from the Side Bar

Text section as it will appear in the email.

Email body: Set the body background color, the email border and the

border size in pixels.

Footer: Enter in the Footer Text up to 4,000 characters, the Address up

to 500 characters, and/or Purpose of Email up to 4,000 characters.

Please note, remove the word Footer from the Footer Text section as it

will appear in the email.

4. When finished making changes, select Save.

5. Select Publish to work with this layout in new email reports.

6. Select Back to return to the Email Template screen.

Note: Each template can be individually deleted from ACES2. Deleting a template will not affect

previously scheduled e-mails using that template.

3a. Uploading Template and Publishing

1. Select Browse.

2. Search and open the pre-existing template.

3. Select Upload.

4. Follow the steps for modifying an Existing Template.

Note: The uploaded file must be htm. or html. Format.

B. Creating an ACES2 Email Report using a Template

Email Templates are only available in new or copied ACES2 e-mails. You can only access the template

list the first time you run the report. Once an E-mail report is run, the template layout can no longer be

changed.

1. In ACES2, select REPORTS.

2. Select Add.

3. Select E-mail from the list of styles.

4. Enter in a Description.

5. Choose a Report Type.

6. Choose a Subject.

7. Select the fields you want in your e-mail, and use > to move them to the right, into the Report

Fields area. Use >> if you want to move all of the fields in the section. Standard fields that are

loaded include: First Name, Last Name, Primary e-mail and Unsubscribe.

8. Select Save.

9. Select the condition to associate with the report.

***refer to “Setting up Filtering Conditions” for instruction on creating the condition.***

10. Select the output type of Email, Run Report.

11. When the email window populates, verify the count.

12. Select the From/To. The From recipient will receive the receipt e-mail in his/her e-mail account

and the To recipient will receive all the reply e-mails from the recipients.

Note: When you CC or BCC someone, the e-mail address will receive the e-mail as many times as

there are recipients. Forward the receipt e-mail for better results or refer to the e-mail analytics.

13. To add an attachment, click Attach, browse to the location where the file is saved, and open the

file. The file cannot exceed 1MB.

14. Enter in a Subject.

15. Select the Template.

16. The template will appear in the email body. Toggle full screen mode to modify the template and

e-mail body.

17. Insert merge fields as necessary. Click in the email body, side bar or header/footer to add or

modify text.

Note: If there is no text to input into the Side Bar or Footer, make sure to remove the text

placeholder before sending the e-mail. These words Side Bar and Footer will appear in the e-mail

body.

18. You have the ability to format the e-mail. For example, you can modify the font, add a hyperlink

to the law school website, insert a new graphic (linked back to the internet) or add an unsubscribe

option.

E-mail Unsubscribe option- Insert the ‘unsubscribe’ field anywhere in the e-mail message,

and add explanatory text. The field will be displayed as an ‘unsubscribe’ link in the email

message. When a recipient clicks the ‘unsubscribe’ link, a web page will open containing

the following text: “You have successfully unsubscribed from marketing emails from <law

school>”. When a Prospect or Applicant selects ‘unsubscribe’, the check box will be flagged

in his/her ACES2 record and the Prospect or Applicant will not be included in future

marketing emails sent out by the law school.

Note: Prospect and Applicant ‘unsubscribe’ designations are independent. So, if a Prospect who has

unsubscribed subsequently becomes an Applicant, She/he will be subscribed to Applicant e-mails by

default. E-mail subscriptions are also treated separately for people who have concurrently applied to

multiple programs.

19. To preview the e-mail, click on toggle full screen mode then select a recipient to mail merge the

e-mail.

20. Select Document View to return to the editable e-mail screen.

21. Before you can save an e-mail, you are required to classify each broadcast e-mail as

Transactional or Marketing. Select the email Classification.

Marketing e-mails will not be sent to recipients whose ‘unsubscribe’ box is checked

Transactional e-mails will be sent to all recipients, even if their ‘unsubscribe’ box is checked

Note: The classification is not available for freestyle e-mails sent from an individual Prospect or

Applicant record.

22. Save and Send the e-mail.

Note: Always Test broadcast Emails before sending. For scheduled Emails, we also recommend that

you Preview the content on the scheduling screen. If you are using a template that was created outside

of ACES², some of the formatting (font type, size, line spacing, etc.) may display differently.

C. Copying an ACES2 Email Report to insert a Template

You can only access the template list the first time you run the report. Once an E-mail report is run, the

template layout can no longer be changed.

Note: If you ‘Copy’ an existing report and want to use the language from the original e-mail in the

copied e-mail body, run the report first and copy the language to an MS Word document or to Notepad.

Once the template is select in the copied e-mail body, all the text and graphics are lost from the original

e-mail.

1. Select the E-mail Report.

2. Select Copy.

3. Enter in the Description and select the Type.

4. Select Save.

5. Highlight the report and the associated condition.

6. Select the output type of Email, Run Report.

7. When the email window populates, verify the count.

8. Select the From/To. The From recipient will receive the receipt e-mail in his/her e-mail account

and the To recipient will receive all the reply e-mails from the recipients.

Note: When you CC or BCC someone, the e-mail address will receive the e-mail as many times as there

are recipients. Forward the receipt e-mail for better results or refer to the e-mail analytics.

9. To add an attachment, click Attach, browse to the location where the file is saved, and open the

file. The file cannot exceed 1MB.

10. Enter in a Subject.

Note: If you want to use the existing e-mail body click and highlight the text. Right click and copy. Once

the template is selected the existing text and graphics are replaced with the template layout.

11. Select the Template.

12. The template will appear in the email body. Toggle full screen mode to modify the template and

e-mail body.

13. To place the copied text from the original email into the template layout, place the cursor in

the e-mail. Select the Text or MS Word Clipboard icon to paste in the text, this will assure

the formatting is copied over. Right click in the body of the email and paste.

Note: The ‘T’ clipboard allows you to paste right in the e-mail body. The ‘W’ clipboard displays a window

to paste the text to insert into the e-mail body.

14. Insert merge fields, as necessary. Click in the email body, side bar or header/footer to add

or modify text.

Note: If there is no text to input into the Side Bar or Footer, make sure to remove the placeholder

text before sending the e-mail. These words Side Bar and Footer will appear in the e-mail body.

15. You have the ability to format the e-mail. For example, you can modify the font, add a

hyperlink to the law school website, insert a new graphic (linked back to the internet) or add

an unsubscribe option.

E-mail Unsubscribe option- Insert the ‘unsubscribe’ field anywhere in the e-mail message,

and add explanatory text. The field will be displayed as an ‘unsubscribe’ link in the email

message. When a recipient clicks the ‘unsubscribe’ link, a web page will open containing

the following text: “You have successfully unsubscribed from marketing emails from <law

school>”. When a Prospect or Applicant selects ‘unsubscribe’, the check box will be flagged

in his/her ACES2 record and the Prospect or Applicant will not be included in future

marketing emails sent out by the law school.

Note: Prospect and Applicant ‘unsubscribe’ designations are independent. So, if a Prospect who has

unsubscribed subsequently becomes an Applicant, She/he will be subscribed to Applicant e-mails by

default. E-mail subscriptions are also treated separately for people who have concurrently applied to

multiple programs.

16. To preview the e-mail, click on toggle full screen mode then select a recipient to mail merge

the e-mail.

17. Select Document View to return to the e-mail body.

18. Before you can save an e-mail, you are required to classify each broadcast e-mail as either

Transactional or Marketing. Select the email Classification.

Marketing e-mails will not be sent to recipients whose ‘unsubscribe’ box is checked

Transactional e-mails will be sent to all recipients, even if their ‘unsubscribe’ box is checked

Note: The classification is not available for freestyle e-mails sent from within an individual Prospect or

Applicant record.

19. Save and Send the e-mail.

Note: Always Test broadcast Emails before sending. For scheduled Emails, we also recommend that

you Preview the content on the scheduling screen. If you are using a template that was created outside

of ACES², some of the formatting (font type, size, line spacing, etc.) may display differently.

D. E-mail Classification

Before you can save an e-mail, you will be required to classify each broadcast e-mail as Transactional or

Marketing.

Marketing e-mails will not be sent to recipients whose ‘unsubscribe’ box is checked

Transactional e-mails will be sent to all recipients, even if their ‘unsubscribe’ box is checked

Note: The classification is not available for e-mails send from an individual Prospect or Applicant record.

1. Select the Classification.

2. Review the e-mail for clarification and select Save.