• Source Type: Displays the source type such as Work Order, Service Request, Inspection, or Comment. This cannot be changed after the template has been created.
• Description: Enter a description of the template.
• Send To: Enter one or more email addresses and/or select user field(s) from the drop-down list to determine who the email is sent to. For example, you can send an email to the [Supervisor] associated with the work order. By selecting [Supervisor] from the drop-down list, the email is sent to the user that appears in the corresponding field in the work order. If multiple email addresses are entered in the Sent To field, the additional email addresses will automatically be sent as Bcc. Use a semicolon (;) or AND to separate multiple recipients.
• Subject: Enter the subject line for the email. You can select a field value to be part of the subject line to pull information directly from a work activity. For example, "Work Order at [WoAddress] has been Closed."
• Insert Keyword: Select keywords to build the body of the email.
• Report Template: Starting in 23, the .docx folder must be manually created or moved to the wwwroot folder when upgrading in order for emails to work. Enter a report template filename, including the filename extension. The template determines what is included in the body of the email. A set of report templates are included in your Cityworks site that you may attach to an email template. The default location for report templates is ...\inetpub\wwwroot\<site_alias>\WebSite in either the PrintCrystal folder (for Crystal report templates) or PrintDocx folder (for Word report templates). This field is optional. If no template is entered, the email body is blank. For more information on report templates, see Word Email and Print Templates. If a report template is set, the generated report will be attached to the email.

IMPORTANT: The email report type is determined by the filename extension, .rpt (Crystal report templates) or .docx (Word report templates). This is unrelated to the Print Output Type you select on the Preferences page. You must enter a filename extension so that the system can locate the file. See 12700: Utilize Crystal Reports for Print Templates and Word Templates for Email Notifications and Vice-Versa on MyCityworks for more information.

• Associated Events: Displays events associated with the selected template. This field is view-only. You can view events associated with the template from the Email Events tab.

• Event Type: Select the event that triggers the email. The Event Type acts as the trigger unless the trigger is further specified using the Trigger Field, Trigger Type, and Trigger Value fields. For example, if the event type Work Order Created is chosen, an email is sent every time a work order is created.

NOTE: To send an email manually from a work activity by clicking the Email button on either the service request, work order, or inspection toolbar, the email event must be configured first for Service Request Manual Email, Work Order Manual Email, and Inspection Manual Email events.

• Description: Enter a description of the email event.
• Trigger Field: Select a field that triggers the email event. For example, if you don't want an email sent every time a work order is created, you can select a field, such as District or Location, to trigger the email and narrow the focus of your triggering event.
• Trigger Type: Select the type of trigger. This defines how the Trigger Field relates to the Trigger Value. For example, select Less Than if you want an email to be sent every time the Trigger Field has a value less than the Trigger Value. The default Trigger Type is Always.
• Trigger Value: Define the value, in relation to the Trigger Field and Trigger Type, that triggers the email event. For example, if the Trigger Field you have chosen is District, and the Trigger Type is Contains, the Trigger Value is the name of the district. Now, every time a work order is created with that district name, an email is sent.
• Email Template: Select the email template to associate with this event.
• [Work Order, Request, or Inspection] Source Templates: If Apply to All Templates is selected, this event is applied to all work order, service request, or inspection source templates (depending on the Event Type). If you only want this event to apply to specific source templates, clear the check box and click in the field to select the applicable source templates.