• Forms, Lookups, and Email Templates> Email Templates
• To view all templates, click “Search.”
  • Search by category is a dropdown menu, which makes it easier to filter the kind of email to update
  • It is very common to edit the Participant Registration emails “Check due,” “Check paid,” and “Registration confirmation.”
  • User Defined emails are templates created by you

• Categories typically correspond to the type of transaction that is processed.
  • Coach Registration
  • Donation
  • Equipment Loan
  • Facility Registration
  • Payment Processing
  • Store Purchase
  • Team with Player Registration
  • Tournament or Team Only Registration
  • User Defined: This one is an exception, and will turn up the emails that you have created.
  • Participant Registration
  • System Use Only
  • Volunteer Registration
• Click on the edit pencil of email you wish to edit.
• The template form appears

This is a typical email template in Cogran. Note the merge fields, which will automatically populate with content from Cogran.

Editing Text

• Being careful of the mail merge fields, you can add as much text as you like.
• Type or paste in the required text
• Edit all of the text except for the fields  {0}  and Reference {2} Registration details {1} in this example. These fields are programmed in Cogran to add information that personalizes each email.
• Use the text editor options like Styles and Format to quickly make changes to the look of the email.
• To see more of the email at once, click the icon that looks like four arrows . This expands the email to fullscreen.

Add Images

• Click the space you wish to insert an image. Click the small image icon in the edit menu.
• A form appears
• Enter the URL of the image you wish to add. NOTE: UPLOAD THE IMAGE TO THE IMAGE LIBRARY AND COPY THE LINK, THEN PASTE IT HERE: see instructions here.
• Add alternative text for scren readers or in case a reader’s email is set not to display images
• Resize if needed (the preview will show the size)
• Set alignment if needed (the preview will show the image in relation to the text).
• On the next tab, hotlink the image if needed.
• Save.

1. Enter the Cogran Office
2. Form, Email. and Report Setup>Search for Email Templates
3. Click “Add”
4. A form loads.
   • Category: User Defined
   • In Template Name, enter a unique description that will allow you to easily pick this template from a list.
   • Enter the from address: “YourName”<DoNotReply@cogran.com>
     • Replace the text within the quotes “YourName” to be more appropriate for your mailing – this is the text that will appear in the user’s inbox.
     • Important:  Do not change <DoNotReply@cogran.com> because our email server uses this information in spam control.
     • For example, “SummerCamp”<DoNotReply@cogran.com>
     • Tip: copy and paste from an existing template in your list of templates
   • Enter a Subject. Make this unique to this template, but it can be updated before sending.
   • Now, write the templated email in the Message section of the form.

• Type or paste in the required text using the menu icons at the top left that resemble a clopboard. (If you run into issues with display, paste any text into your notepad first, then copy into the editor)
• Use the text editor options like Styles and Format to quickly make changes to the look of the email.
• Click “check ABC” to check spelling
• To add a box, choose the Style “special container”
• To add bold, italics, strikethrough or underline, highlight the text and use the functions in the menu bar.

Add Hotlinks

• Click on the link icon.
• A form appears.
• Enter the text to display (if text is selected, it will appear here)
• Choose the type of link
• Enter the address or email address
• Save

Add Images

• Click the space you wish to insert an image. Click the small image icon in the edit menu.
• A form appears
• Enter the URL of the image you wish to add. NOTE: UPLOAD THE IMAGE TO THE IMAGE LIBRARY AND COPY THE LINK, THEN PASTE IT HERE: see instructions here.
• Add alternative text for screen readers or in case a reader’s email is set not to display images
• Resize if needed (the preview will show the size)
• Set alignment if needed (the preview will show the image in relation to the text).
• On the next tab, hotlink the image if needed.
• Save.

Email templates like this one are called “HTML templates” can be sent from Cogran, and mail merge codes can be inserted.

This email template was created using BEE Free, an online email template building tool.

Create and download an email using BEE Free or another HTML email builder. Once downloaded to your PC, open the file to view the HTML.

1. Enter the Cogran Office
2. Form, Email. and Report Setup>Search for Email Templates
3. Click “Add”
4. A form loads.
   • Category: User Defined
   • In Template Name, enter a unique description that will allow you to easily pick this template from a list.
   • Enter the from address: “YourName”<DoNotReply@cogran.com>
     • Replace the text within the quotes “YourName” to be more appropriate for your mailing – this is the text that will appear in the user’s inbox.
     • Important:  Do not change <DoNotReply@cogran.com> because our email server uses this information in spam control.
     • For example, “SummerCamp”<DoNotReply@cogran.com>
     • Tip: copy and paste from an existing template in your list of templates
   • Enter a Subject. Make this unique to this template, but it can be updated before sending.
   • Now, click the button “source”
   • The form converts to an HTML-ready state
   • Copy and paste the HTML template
   • IMPORTANT: cllick the “source” button again to view the template in the regular editor
   • SAVE
   • Note that saving does not work the HTML view, so any changes must be viewed in the editor prior to saving.
   • Done!