Email in Surveys and Test Sign-Offs

Modified on Wed, 19 Jan 2022 at 11:01 AM


ManagementStudio provides the ability for end-users to participate in structured testing and to contribute additional information to the project using web-based forms.  Email is used to notify users that their involvement is required and to provide the link to their survey or test.  This document contains information pertaining to the functionality common to Surveys and Test Sign-Offs.


Accessing the Email Settings

To access the email settings for Surveys and Test Sign-Offs, please use:

Email Types

Surveys and Test Sign-Offs share three email types that are used at different stages of the process, albeit with slight variations in terminology:

FunctionName in SurveysName in Test Sign-Offs
Invite the end-user to participate in the Survey of Test Sign-Off, providing a link to the webform.Request EmailTest Sign-Off Email
Remind the end-user that their participation is required.  

By default, this is automatically issued after 14 days. The waiting period is adjusted under Settings > Email for the respective Survey or Test Sign-Off.
Reminder EmailReminder Email
Confirm that the user's input has been received by ManagementStudio.Confirmation EmailComplete Test Sign-Off Email

Although default content is provided, each email type should be updated with content relevant to the purpose of the email.

Email Content

The content area for each email consists of a Subject and text area for the email body, which is pre-populated with default content. Text for a clickable button is also provided, which is converted to a dedicated link for the Survey/Test Sign-Off when ManagementStudio sends the email.

Referencing Keywords

Information held in any of the modules within ManagementStudio is injected into the email using Keyword references.  For example, using the [CT-FirstName] keyword would resolve the first name of the contact associated with the records.

Rich Text

ManagementStudio email content supports Markdown and HTML, which can be used to incorporate font styles such as headings, bold, and italics.  The practice of underlining text for emphasis is not recommended as it is easily confused with document links (hyperlinks).

For example:

Desired Output
It is important that the file is converted to CSV prior to import.
It is important that the file is **converted to CSV** prior to import.
Enclosing text in double asterisks ** will convert it to bold.
ManagementStudio provides a centralised management and collaboration portal...

# Introduction
ManagementStudio provides a centralised management and collaboration portal...
Text that follows a single hash # will be converted to Heading 1 (the HTML equivalent of <h1>).
Please refer to Configuring IIS for ManagementStudio for further information...
Please refer to *Configuring IIS for ManagementStudio* for further information...
Enclosing text in a single asterisk * will convert it to italics.

For more information on working with Markdown, please refer to:

Adding Graphics to Email

To include graphics in an email sent by ManagementStudio, upload the image file that is to be used:

  • Switch to the Administration module (1) and choose Project Resources (2)

  • Click the Add Resource (1) button and browse to the file to be uploaded (2)
  • Click Open (3) to confirm the selection

Commonly used image formats for rich text email are .jpg (for images), .png (for detailed graphics), and .gif (for simple graphics).

Referencing the Image

In the Administration section, choose the relevant Survey or Test Sign-Off menu option (1).  Select the appropriate Survey/Test Sign-Off (2) or create a new one (3) and open the Emails panel (4):

The image file should be referenced using the following syntax:

![Image Description]([IMG-Filename])

The filename is always prefixed with IMG

To add the image to an email, locate the email template that will contain the image. The example below uses the Request Email template and will insert the file uploaded in the previous section, ManagementStudio_Logo.png, with the description ManagementStudio 2022:

[!ManagementStudio v2022]([IMG-ManagementStudio_Logo.png]) (1)

Once inserted, click Save Changes (2).

Once an image has been included in the email body, it's possible to add a link to another page or resource.  The table below illustrates the syntax for Markdown and HTML using the ManagementStudio_logo.png:

Markdown![alt text]([IMG-path/to/image.jpg] "title")(URL "Title")  

[![Alt Text](image.jpg "title")](URL "Title")  
![ManagementStudio v2022]([IMG-ManagementStudio_Logo.png"] "Click to visit the homepage")

<a href="https://URL"><img alt="Alt Text" data-fr-src="imageReference" title="Image title" /><a/>

<a href="">

<img data-fr-src="[IMG-ManagementStudio_Logo.png]" alt="ManagementStudio v2022" border="0" style="border:0; outline:none; text-decoration:none; display:block;" title="Click to visit the homepage" /> </a>

Further Support

If you require further support, please visit ManagementStudio's Service Desk to search the knowledge base or create a new support ticket.