New Format for E-mail Templates

We are currently reworking the format of email messages sent from the groups portion of Kavi Workspace with the following goals in mind:

1. Creating a cleaner, easier-to-skim layout
2. Taking advantage of HTML message format, while also retaining plain text alternative
3. Presenting the information in a more logical format, with the most important information at the top
4. Providing consistent layouts from contribution to contribution

Very soon you will see these new email formats when you add or edit a(n):

  • calendar event
  • ballot
  • document
  • action item
  • comment
  • project
  • project activity

If you would like to provide feedback on the new formats, please comment on this forum post.  These new email templates will be deployed to all customers with our Kavi Workspace Publishing release in mid-October.

See a few examples of what the newly formatted emails look like below:

-----------------------------

New calendar event:
Screen_shot_2010-09-27_at_2.38.17_PM.png

-----------------------------

Modified ballot:
modify_ballot.png

Have more questions? Submit a request

Comments

  • Avatar
    Peter Symes

    Just for clarification, I trust that all subjects will continue to start with [groupname] such as

     

    [31fs]  Groups - New Ballot

     

    Whatever you do, please don't change this -- that's how members (at least in my org) sort messages by rules!

     

    Thanks

     

    Peter Symes

    SMPTE

  • Avatar
    Betsy Richter

    Peter -

    Yes, the Groups prefix in the subject line stays intact.

    We've been using the new templates ourselves on our own internal Workspace installation; many of us would have staged a quiet revolt ourselves if that identifier had been changed/removed, as we use it for that very filtering purpose!

    Betsy

  • Avatar
    Kes Wold

    I like the new calendar event format, a much needed improvement.

     

    Thanks,

    Kes 

  • Avatar
    Tom Cox

    I think it looks great, and is a welcome update.  I agree with Peter Symes, and happy to hear the Subject lines will stay the same.

    Tom Cox  Executive Director, RapidIO TA.

  • Avatar
    NISO Staff

    Re: calendar message -- This is a really nice layout. I like that the RSVP link is included and very visible. I also like that the referenced attachments area indicates the type and size of the file attachment. On the Sharing line, you might want to say "This Event is not shared with other groups." [emphasis added for this comment only]. Some users may be confused about exactly who the event is not shared with.  I assume that the link on the event title goes to the event details page. And I assume that the ical attachment will still be with the message.

    Re: ballot modification -- This is also much nicer. I suppose there's no easy way to indicate what was actually modified unless the modifier indicates that him/herself. That's usually what the voter wants to know.

    Can you post examples of the other e-mail templates for review? I'd particularly like to see the New Ballot and New Document e-mails, although all are of interest.

    Cynthia Hodgson

    NISO

  • Avatar
    Kavi Product Management

    Good Morning,

    Thanks for the feedback. 

    All the contribution titles link to the details for those items. The .ics file is still included with the event notifications, but since each email reader renders the file differently, I didn't want to direct attention away from the mail message content.

    Unfortunately, we don't have the modification information available to make those notes in the message. We would like to add this in the future.

    I'll add in the clarifying text to the sharing line.

    Here's a couple of other email examples.

    New Ballot:

    Screen_shot_2010-09-30_at_9.15.23_AM.png

    Closed Ballot (manager):

    Screen_shot_2010-09-30_at_9.14.41_AM.png

    Document Upload:

    Screen_shot_2010-09-30_at_9.13.52_AM.png

    Thanks and keep the feedback coming.

    Greg Schramm

    Product Manager

  • Avatar
    Herman Leenders

    Hello,

    This is a very good step: readibility and layout have been improved significantly.

    A wish for further improvement: surpress the filename in those cases where a document title has been given. Rationale: presently both the filename and the document title are shown in the email title, which makes the email title too long and a bit messy. 

    Kind regards,

    Herman Leenders, NXP Semiconductors

  • Avatar
    Edward Mikoski

    Looking better every day.  Editorial comment:  Consider consistency of use of the colon after headings (e.g., It is missing from the sample for document download after 'Description'.)

  • Avatar
    Lynn Barra

    A welcome improvement.  Is there a demo site that we can go to and test these items directly?

  • Avatar
    Kavi Product Management

    Thanks everyone for the fantastic feedback.

    Mr. Leenders - I've requested that the filename not be included with the document title on the email subject line. We weren't able to get that change into this release, but will sneak it into a weekly update very soon.

    Mr. Mikoski - We deliberately choose not to display a colon when the content appeared on the line following the field name. We looked at both options and found the current design to be more visually appealing. 

    Ms. Barra - Unfortunately, we do not have a demo site for testing out the messages. If there's a specific one you're interested in, let me know and I'll upload a screenshot.

    Regards,

    Greg Schramm

  • Avatar
    NISO Staff

    Regarding the suggestion of Mr. Leenders regarding filename vs. document name. Reply says this will be suppressed in the email subject line. But I would like the see the document name instead of the filename in the Referenced Items area. Most of these references are in the Kavi system and were given document titles when they were added. Those titles are more informative than the filename and easier to read in many cases.

    Otherwise, I like the new formats a lot.

    Cynthia Hodgson

    NISO

  • Avatar
    Herman Leenders

    Hello Cynthia, I am in agreement with you; I was trying to say the same as you did and if I read Greg's mail correctly he is also on the same page.

    Hi Greg, thanks for your good work.

    Cheers,

    Herman Leenders (NXP Semiconductors, using Kavi for our corporate standardization website)

  • Avatar
    Joan Woolery

    Hi,

    Will the calendar event emails have something that will allow me to add the event to my calender, including repeating events?  I don't see that in the example.

    Joan

  • Avatar
    Betsy Richter

    Joan,

    Yes, you will still have the ability to add event items to your own desktop calendar (by downloading the attached .ics attachment that's sent with the message). 

     

    Regards,

    Betsy

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