In the Settings/settings.xml file, the email options can be specified.
As this is a key system file, we recommend using the web interface is used for editing this file, and new versions are uploaded.
Sample configuration
Sample exert from workspaces/Patricia/Settings/settings.xml:
<emailOptions>
<fromOption displayName="Current User: @{CURRENT_FIRST_NAME} @{CURRENT_LAST_NAME}"
name="@{CURRENT_FIRST_NAME} @{CURRENT_LAST_NAME}"
email="@{CURRENT_USER_EMAIL}"
footer="FooterOfCurrentUser.html"/>
<fromOption displayName="Firm: mailroom@anything.com"
name="First template"
email="mailroom@anything.com"
footer="FooterOfFirm.html"/>
<contentOption name="Email to Correspondence Address"
subject="Our Ref: @{OUR_REF}; Your Ref: @{YOUR_REF}; @{REGARDING}"
file="EmailToCorrespondenceAddrBody.html"
recipientId="4"/>
<contentOption name="Email to Foreign Agent"
subject="Our Ref: @{AGENT_REF}; Your Ref: @{YOUR_REF}; @{REGARDING}"
file="EmailToForeignAgentBody.html"
recipientId="7"/>
<contentOption name="Generic Email"
subject="Our Ref: @{OUR_REF}; Your Ref: ; @{REGARDING}"
bcc="thomas@practice-insight.com"
file="EmailToForeignAgentBody.html"/>
<replyOption subjectPrefix="Re (@{OUR_REF}): "/>
<compulsoryBccList>outgoing@anything.com</compulsoryBccList>
</emailOptions>
For the above example, the file structure is:
Email Option Types
There are 2 option types:
- fromOption – who the message will appear to be from
- contentOption – the content of the email message
<fromOption>
The following attributes are available for each fromOption specified.
| Name | Required? | Format | Description |
|---|---|---|---|
displayName | Optional | Text | The name to display the from option. |
name | Required | Text | The name of email sender. |
Required | email address | The email address of the sender. | |
footer | Optional | Text | The footer html that should be loaded into the draft email. |
<contentOption>
The following attributes are available for each contentOption specified.
| Name | Required? | Format | Description |
|---|---|---|---|
| name | Required | Text | The name to display to the user. Example: name="Email to Foreign Agent" |
subject | Required | Text | The subject line for the message. Example: subject="Our Ref: @{OUR_REF}; Your Ref: @{YOUR_REF}; @{REGARDING}" |
file | Optional | Text | The html that should be loaded into the draft email. It must exists in 'EmailOptions' folder. |
bcc | Optional | email address | If set, this email address will be added to the bcc field by default for this content option. Example: bcc="address@anything.com" |
| recipientID | Optional | Text | Defines the name_role_id from which the address data for the email recipient should be taken. Starting DMS version 1.9.8.2.4, recipientID can be a comma separated list of two or multiple name_role_ids. The role_id mentioned first is the primary role_id, every consecutive one is a secondary. While all email addresses resulting from both primary and secondary role_ids are combined into the respective to:, cc:, bcc: fields, only the primary role_id will be set as the %RT variable (see below under SQL Letter codes). |
language support in <contentOption>
DMS supports automatic language selection of the email template at the time of creation, based on the language that is set in the applicable name entry of Patricia. The same applies to the subject attribute, ie. the subject line of the generated email. To effect this simply append your 'subject' and/or 'file' attribute in a content option with an underscore followed by the country code of choice.
<contentOption
name="Email to Correspondence Address"
subject="@{REGARDING}; Your Ref: @{YOUR_REF}; Our Ref: @{OUR_REF}"
subject_DE="@{REGARDING}; Ihr Zeichen: @{YOUR_REF}; Unser Zeichen: @{OUR_REF}" <--- This defines the Subject in German language
file="EmailToClient_EN.html"
file_DE="EmailToClient_DE.html" <--- This defines the email body template in German language
recipientId="4"
/>
The 'EmailOptions' folder must thus contain a template 'EmailToClient_EN.html' and a template 'EmailToClient_DE.html'.
<replyOption>
replyOption defines the prefix to a subject line when an email is replied to.
| Name | Required? | Format | Description |
|---|---|---|---|
| subjectprefix | Required | Text | Defines the subject line prefix for emails that are replied to. |
<compulsoryBccList>
compulsoryBccList defines a bcc address to which each outgoing email is sent to.
| Name | Required? | Format | Description |
|---|---|---|---|
| subjectprefix | Required | Text | Every email will be sent to this email address. Example: bcc="address@anything.com" |
Parameter Names
The format for adding a parameter name is @{PARAMETER_NAME}. A parameter name can be used in most contexts, e.g. the "subject line", "from name", "email" or in the referenced html files.
| Parameter Name | Description | Sample Text |
|---|---|---|
CURRENT_FIRST_NAME | The first name of the user that is logged into the DMS case browser | Joe |
CURRENT_LAST_NAME | The first name of the user that is logged into the DMS case browser | Hendersen |
CURRENT_USER_EMAIL | The email address of the user that is logged into the DMS case browser | joe.hendersen@firmname.com |
CURRENT_USER_TITLE | The title of the user that is logged into the DMS case browser | Senior Patent Attorney |
OUR_REF | The secure Patricia case reference | P10253SE02-GB5A |
YOUR_REF | If defined for the case, the value of Your_Ref. | 14562AMIP-PCT |
AGENT_REF | If defined for the case, the value of Agent_Ref. | 674321:GG |
OTHER_REF | If defined for the case, the value of Other_Ref. | 674321:AA |
OLD_CASE_ID | If defined for the case, the value of Old_Case_Id. | |
REGARDING | The Patricia-generated regarding text that identifies the case. | Trademark Application in Norway No. 1332706 |
Please note that variables in email templates are following syntax of Mvel (http://mvel.codehaus.org/)
SQL Letter codes
Patricia stores its SQL letter codes as plain SQL in PAT_SQL_LETTER_CODES. The relevant columns are LCODE_ID and LCODE_SQL. Email content and footer content as well as subject can include parameters with syntax:
@{SQL:LCODE_ID}
Starting version 1.9.8.2.3-3, SQL letter codes can also be used in most fields of fromOption and contentOption as well as replyOption.
On template generation this parameters will be replaced by content of first column of a result set returned by LCODE_SQL. If resultset contains more then one record, result string will contain values from all records with <BR/> as separator.
LCODE_SQL can contain variables which are as follows:
| Variable in SQL | Variable in Case Browser | Description |
|---|---|---|
| %CI | Case_ID | simply current case ID |
| %NI | Name_ID | depending on template settings recipientID.contentOption which is currently == %RT = Name_Type_ID |
| %LA | Language_ID | currently we define contentOption file_Language, Subject_Language where language is tied to Language_ID but I don't know where/how |
| %LO | Login_ID | simply the current login ID, the username used to login to case browser |
| %RT | Name_Type_ID | corresponds to the primary contentOption.recipientId set in settings.xml for the specific mail template that is being opened (see contentOption above) |
| %RS | Role Sequence information. Looks at the correspondence address, which could lead to errors if none are inserted. |
LCODE_SQL also can return html. Example for img tag:
select '<img src"=http://www.fleuchaus.de/wp-content/uploads/2014/09/"'+%LO+'"-mbB.png" />'
Warning: @{SQL:LCODE_ID} can not be used in tags attributes directly in email template.