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SafeGrounds User Guide

Templates

Creating and managing email templates for case communications in SafeGrounds

About Email Templates

The Email Templates page allows users to view, create, and manage email templates within SafeGrounds. Templates are organized by Classification and the page provides tools for filtering, previewing, editing, and creating templates. User capabilities depend on their permissions for each classification.

Note: For information on how to use templates when sending emails within a case see Email Functionality.

Permissions

Template creation and editing are controlled by Classification Ownership.

Owners

Classification owners can:

  • Create templates in that classification
  • Edit any template in that classification
  • Attach files to templates in that classification
  • Manage template content at the classification level

Non-Owners

Non-owners cannot add or edit classification templates. They can:

  • Create Personal Templates only
  • Edit their own personal templates
  • Add attachments to their personal templates

Page Layout

Email Templates page layout
Figure 1 — The Email Templates page
  • 1 — Classification Dropdown — Filters templates based on their classification (e.g., CASS, ADA, Title IX)
  • 2 — Email Title Filter — Search box that filters templates by title within the selected classification
  • 3 — Personal Templates Toggle — Shows only templates personally created by the user
  • 4 — Template List Panel — Displays templates available under the selected classification or personal templates
  • 5 — Template Preview — Shows the template body, variables, and optional sections. Editable only if the user is a Classification Owner or the creator of a personal template
  • 6 — Add Template Button — Creates a new template. Owners can create classification or personal templates. Non-owners can create personal templates only

How to Use the Email Templates Page

View a Template

  1. Select a Classification
  2. Browse the Template List
  3. Select a template to load it in the Preview/Editor pane

Filter Templates by Title

  1. Enter a keyword in the Email Title Filter
  2. The list updates automatically

Show Only Personal Templates

  1. Check Personal Templates
  2. The list displays only templates you created
  3. Uncheck to return to classification templates

Create a New Template

If you are a Classification Owner:

  1. Select the correct Classification
  2. Click Add Template
  3. Enter content including title, message body, optional placeholders, and attachments
  4. Save the template

If you are not a Classification Owner:

  1. Turn on Personal Templates
  2. Click Add Template
  3. Enter template information and attachments
  4. Save the template

Edit an Existing Template

Owners can edit any template within their classification. Non-owners can edit personal templates only — all others appear read-only.

Attachments in Templates

Templates support file attachments with the ability to upload up to 10 files at once. Attachments are included when the template is used in an outgoing communication.

Template Structure & Best Practices

  • Use placeholders like [STUDENT NAME] and [INSERT NAME]
  • Clearly separate optional sections
  • Use concise professional language
  • Do not include sensitive personal data directly in templates