Message Templates

Type a description of the template. Descriptions are only visible in the Message Template. They are not visible to users of templates.

Users can send messages by two types of methods: PDF or Email. Message templates are sent by both types by default (PDF/Email). To limit a template to one type, in the Format Type dropdown list, click the type.

For ticket templates. Choose the attachments to include when this template is used for an Excavator Positive Response.

To use this feature, Ticket Attachments must be checked.

If using PDFs, the paper size of the PDF. These are standard paper sizes:

If using PDFs, choose the orientation of the page: 

Landscape: horizontal orientation

Portrait: vertical orientation

Optional for item templates. Choose the number of images to be attached to each page of the message template. The system combines  your choice of attached images per page, paper size and orientation and then automatically changes the file sizes of the images. 

Choose the forms the template applies to. Once you have saved the template, you cannot change forms it applies to.

Message templates apply to all forms by default. To apply a template to one form, in the All Forms dropdown list, click the form.

Optional for ticket templates. Choose the PDF files to be sent as attachments to the ticket message template.

1. Type and format the message text, using the features at the top of the text box (font size, lists, etc.).

2. Add form fields to pull in data from the fields in the form. Fields from forms are shown in double brackets, for example: [[Assigned To]], [[Location]], etc.

                                                                                       

   If you delete the brackets, data from the form field will not appear in your message template.

                                                                                       

   To add a form field, click +Add Form Field (  )

3. In the Select a Field window, in the dropdown list, click a field:

                                                                                       
   Work Items: General form fields    

   • General form fields are not form-specific. They are available for all forms
   • All other form fields are specific to an individual form. If you chose to limit the template to one form, you will see both general form fields and fields unique to the form you chose

                                       

   General Form Field	Description
   Assigned to	The user the item is assigned to
   Category	Defined by the administrator to group forms with similar characteristics
   Created by	The user who created the item
   Created date	The date the item was created
   Current date	Today's date
   Description	The description of the item
   Due Date	The deadline for completing the item (date and time)
   Folder	The folder containing the item. Folders are used to organize items
   Form name	The name of the form
   Item ID	The unique number that identifies each item. It is automatically generated by the system
   Note	A note about the item
   QR-Code	A matrix barcode. If you edit the tag [[QR code]] to add an h tag, you can make the QR code larger. For example: [[QR-Code: h=200]
   Scheduled for	The date on which work on an item is scheduled to start
   Status	The status of the item. The statuses Open and Closed are defaults in lists of forms (Summary pages) and in Advanced Search. Administrators can create custom statuses for each form
   Title	The name of the form the template is applied to (Form Name when creating form)
   Update Time	In the History View, the date and time of the last change    to the item (Create, Modify, or Action)

                                                                                               

                                                                                        

   Work Items: Add or Edit Color of Multiple Choice form fields                                                            

   If a non-general form field is a Multiple Choice field, you can choose the color of the data from each of the multiple Choice field's options (you may need to check the form to see which fields are Multiple Choice field types):

   1. Add a new Multiple Choice field or right click a Multiple Choice field. Result: The Select a Field window appears listing options from the Multiple Choice field
   2. On the Select a Field window, click in the RGB box to choose the color of the option from the Multiple Choice field
   3. Click OK

                                                                                           
                                                                                       
   Tickets: Linkable fields          

   Map Layers: If the message template contains a digsite image, any map layers from it that are included in the message template are listed above the Message Template Editor. Click Select Map Layers to change them.

                                                                                                                                        

   General Form Field	Description
   Company Info
   Company Callback Number	Callback phone number of member company
   Company Fax Number	The fax number of the company (One Call Center member) / Locator (if on staff at company) the Excavator should contact
   Facility Type Message	The Related Registration/Facility Message sent to registration codes/facilities that do not respond.
   Message Footer	From Excavator Positive Response Setting
   Message Header	From Excavator Positive Response Setting
   Message Subject	From Excavator Positive Response Setting
   Preferred Company Name	The name of the company (One Call Center member) that is contacting the excavator
   Dig Site Info
   Address	The street name and address number of the dig site
   County	The county in the address of the item (from ticket)
   Cross Street	The nearest intersecting street. Part of the dig site (from ticket)
   Digsite Image	System-generated screenshot of map of dig site from ticket                                                                                                              Choose the map layers from the image to include. Result: The map layers are listed above the Message Template Editor. Click Select Map Layers to change them
   Location of Work	Free text field used to describe the work (from ticket)
   Near Street	The nearest intersecting street (from ticket). Not part of dig site
   Place	The official boundaries of the city
   Sketch	Puts sketch image in email in place of the bracketed text [[sketch]]
   Sketch Legend	Contains names of sketching tools and line formats (dash, dot, etc.) used in sketch
   State	A geographic and political unit (United States)
   Excavator Info
   Alt Contact Name	Alternative name of excavator (from ticket)
   Alt Contact Phone	Alternative contact phone number of excavator (from ticket)
   Contact Alt Phone	Alternative phone number of primary contact (from ticket)
   Contact Email	Email of excavator (from ticket)
   Contact Fax	Fax of excavator (from ticket)
   Contact Name	Name of excavator (from ticket)
   Contact Phone	Phone number of excavator (from ticket)
   Contact Time	Recommended time to contact the excavator
   Excavator Address	Address of excavator
   Excavator Address 2	Address of excavator
   Excavator City	City of excavator
   Excavator Name	Excavator name from ticket
   Excavator State	US state of excavator
   Excavator Zip	Zip code of excavator
   Extent of Work
   Extent of Work	Description of work to be done
   Locate Info
   Additional Classification	Each company defines its own ticket classifications
   Additional Message	A free-text field that can be added to the response window used for positive response to excavator. See Responses > Modify Response > 2c Positive Response to Excavator 2c: 2a. Optional. Add information to response table, Additional Message row
   Assigned To	The user the item is assigned to
   Callback	Callback phone number of locator
   Division	A unit within a region. Regions are used to organize tickets
   Due Time Renegotiation Count	The number of times the due time was renegotiated
   Folder	The folder containing the item. Folders are used  to organize items
   Last Note	Last note on ticket
   Last Response	Last response entered on a ticket
   Last Response Date	The date and time of the most recent response on a ticket
   Last Response Note	Last note on response
   Locate Time	Time the locate was performed
   Locator	The locator of the ticket. If the Locator is in the system, it will be listed in either Users or Contractors
   Locator Email	The email address of the locator of the ticket. If the Locator is in the system, it will be listed in either Users or Contractors
   Not Reached Attempts	The number of your failed tries to contact the excavator
   Region	Regions are used to organize tickets. Regions are subdivided into divisions
   Reviewed	No: Ticket has not been reviewed                                                                                                              Yes: Ticket has been reviewed
   Status	The status of the item. The statuses Open and Closed are defaults in lists of forms (Summary pages) and in Advanced Search. Administrators can create custom statuses for each form
   Total Units of Work	The number of units of work used to do the locate. Units are defined by your company
   Remarks
   Ticket Remark	Remarks from excavator
   Scores	Smart Scores listed here
   Ticket Custom Property	Custom ticket fields vary by company
   Ticket Info
   Center	The organization that sends tickets into the system
   Code	Registrations are codes assigned to your company from the One Call Center. Registration codes are used to identify companies, areas, and assets. See Registration Code Summary
   Creation Time	The date ticket was created in the system
   Done For	The person or company the work is done for. For example, excavator, property owner
   Due Time	The deadline for completing the item (date and time)
   Explosive	If available, provided on the One Call Center ticket. Not a standard field
   Facility Type	Facility types are an optional feature used to manage different types of facilities (ex. gas, electric, and water)
   Job Number	A number used by excavators to identify jobs. Multiple tickets can have the same job number
   Machinery	Equipment used by the excavator
   Meeting Time	Meet Date time from ticket
   Original Due Date	The due date on the ticket (before any changes from the system or users)
   Received Time	The time ticket enters the system
   Sequences	List of tickets sent daily by a One Call Center in order (sequence) by registration code
   Start Time	Start of time spent working on an item
   Subdivision	Area or neighborhood within a city or county (from the ticket). Not a standard field
   Taken Time	The time the ticket was taken (created) at the One Call Center
   Ticket Category	The standard ticket type categories are defined by the system and cannot be changed:                                                                                                              Aerial Damaged Utility Design Emergency Meet Recall Regular Revision Short
   Ticket Number	Each ticket has a number generated by the One Call Center’s system. Also called One Call Center ticket number or Ticket ID
   Type	The Ticket Type. Each One Call Center defines its own ticket types
   Version	Tickets with the same identification number (Ticket ID) are versions of the same ticket
   Work End Date	The date the work recorded in the ticket ended
   Work Type	The kind of work. Work varies by One Call Center (boring, drilling, etc.)

                                                                                           

    

4. Optional. You can view the template three ways:

    

   View	Description
   Design	To enter text and fields using the format features at the top of the text box, at the bottom left corner of the text box, click Design
   HTML	To see the HTML code view of your template, at the bottom left corner of the text box, click HTML
   Preview	To see what the message will look like to users,  at the bottom left corner of the text box, click Preview

In addition to previewing the message template in the editor (2d, step 4, above), you can also preview message templates by sending them to an email address as PDF or HTML files.

1. In the upper right corner of the screen, click Preview.
2. In the Email Preview window, type the email address to send the preview to.

3. Choose the file format of the message template:  

       

   File Format of Template	Description
   HTML	To send the template as an HTML file, uncheck Send as PDF
   PDF	To send the template as a PDF file, check Send as PDF

                                                                                       

    

4. Click Send.