Email Templates

Email Templates and Submitter Portal Macros

Email templates are used for the automatic notification of users such as notifying linguists or vendors about new jobs or notifying project managers when a job is marked as Completed. Templates are applied when defining an automated project.

Template macros can be used for the emails and CC or BCC email addresses can be added to send copies to other users. Basic HTML formatting tags can be used to modify the templates.

Memsource selects the first email template available for automated notifications.

To modify an email template, follow these steps:

  1. From the Settings Setup_gear.png page, scroll down to the Administration section and click on Email Templates.

    The Email Templates page opens.

  2. Click on the name of a template.

    The Edit Email Template page opens.

  3. Modify the template as required and click Save.

    The changes are applied to the selected template.

Supported Email and Submitter Portal Macros

These can be used in email templates and submitter portal templates.

Some macros are specific and can be used only in specific templates and in specific places. Test templates before using.

  • {linguist.email}

  • {linguist.firstName}

  • {linguist.lastName}

  • {linguist.userName}

  • {sender.email}

  • {sender.firstName}

  • {sender.lastName}

  • {sender.timezone}

  • {sender.userName}

  • {recipient.email}

  • {recipient.firstName}

  • {recipient.lastName}

  • {recipient.timezone}

  • {recipient.userName}

  • {vendor.name}

  • {buyer.name}

  • {new.job}

  • {jobs.count}

  • {job.number}

  • {jobs.newStatus}

  • {job.status}

  • {job.wordCount}

  • {project.id}

  • {project.internalId}

  • {project.client}

  • {project.domain}

  • {project.name}

  • {project.owner}

  • {project.owner.email}

  • {project.status}

  • {project.url}

  • {quote.confirmUrl}

  • {quote.price}

  • {quote.targetLang}

  • {automationWidget.submissionDate} | (previously: {instantQuote.submissionDate})

  • {automationWidget.quote} | (previously: {instantQuote.price})

  • {automationWidgetUser.email} | (previously: {instantQuoteUser.email})

  • {automationWidgetPage.id} | (previously: {instantQuotePage.id})

  • {automationWidgetPage.url} | (previously: {instantQuotePage.url})

  • {jobBoardPosting.title}

  • {jobBoardPosting.sourceLang}

  • {jobBoardPosting.targetLang}

  • {jobBoardPosting.wordsCount}

  • {jobBoardResponse.wordRate}

  • {jobBoardPosting.subject}

  • {jobBoardPosting.dateClosed}

  • {jobBoardPosting.dateDelivery}

  • {jobBoardPosting.url}

  • {jobBoardResponse.targetLang}

  • {jobBoardResponse.url}

  • {jobBoardResponse.name}

  • {jobBoardResponse.email}

  • {jobBoardResponse.total}

  • {jobBoardResponse.profileUrl}

  • {jobBoardResponse.note}

  • {job.previousWorkflow.dateDue}

  • {workflow.abbr}

  • {workflow.name}

  • {previousWorkflow.name}

  • {system.url.passwordReset}

  • {system.url}

  • Macros related to translation jobs:

    • {jobInfo}

    • File: {job.name}

    • Wordcount: {job.wordCount}

    • Language: {job.sourceLang} -> {job.targetLang}

    • Due: {job.dateDue}

    • {/jobInfo}

  • Macros related to submitter portal Default Project name:

    • {order.number}

    • {order.email}

    • {order.date}

  • Macros related to quotes:

    • {quote.id}

    • {quote.url}

    • {quote.status}

    • {quote.name}

Available Templates

Instant Quote Failed

Type:

Instant quote failed 

Suggested name:

Instant Quote Failed (en) 

Suggested subject:

Instant Quote Failed  

Suggested body:

Dear customer,

We are sorry but your quote could not be generated.

Please email your files for translation directly to me by responding to this email.

Thank you.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Instant Quote Ready

Type:

 Instant quote ready  

Suggested name:

 Instant Quote Ready (en)  

Suggested subject:

 Instant Quote {instantQuotePage.id} Ready  

Suggested body:

Dear customer,

Your quote {instantQuotePage.id} is ready: {instantQuotePage.url}

Let me know if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Job Assigned

  • Launched manually by a Project Manager by clicking on Tools and selecting Email... in a project, or sent automatically upon the creation of a new job that has the Notify providers option enabled.

  • This email is sent to the Linguist(s) or Vendor(s), giving notification regarding the availability of new translation job(s).

Type:

Job assigned

Suggested name:

New Work (en)

Suggested subject:

New Work

Suggested body:

Dear {linguist.firstName},

We have new work for you:

{jobInfo}
File: {job.name}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Sign in to MemSource to get started:
{project.url}

Let me know, if you have any questions.

Best regards, 

{sender.firstName} {sender.lastName}
{sender.email}

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

Getting Started Guide for Linguists:
https://help.memsource.com/hc/en-us/sections/360004880739-Getting-Started-for-Linguists

Sign in at: {system.url}
Username: {linguist.userName}

If you do not have a password already, create it by clicking on this link:
{system.url.passwordReset}

Job Rejected

  • Launched automatically.

  • When a Linguist sets a job status to Rejected in a project with multiple workflow steps, the Linguist in the previous workflow step is notified.

  • Disabled by default - can be enabled on a user-level by editing a Linguist profile and enabling the Reject jobs option.

  • Workflow hierarchical structure are applied in relation to the propagation of segments.

Type:

Job Rejected

Suggested name:

Job rejected (en)

Suggested subject:

Project {project.name}: Job(s) Rejected

Suggested body:

Dear {recipient.firstName},

Job(s) that you completed have just been rejected by a linguist in the ({nextWorkflow.name})
and need to be corrected by you.

These jobs need to be corrected:

Project: {project.url}
{jobInfo}
File: {job.name}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

P.S. This email was generated automatically.

Job Status Changed

  • Launched automatically.

  • When a Linguist or Vendor changes a job's status, this email notification is sent to the Project Owner.

Type:

Job status changed

Suggested name:

Job Status Changed (en)

Suggested subject:

Project {project.name}: {jobs.count} Job(s) {jobs.newStatus}

Suggested body:

Dear {recipient.firstName},

Your linguist user {linguist.firstName} {linguist.lastName} ({linguist.email}) 
has changed status for the following jobs:

Project: {project.url}

{jobInfo}
File: {job.name}
Changed to status: {job.status}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Login Info

  • When a new user is added to an organization, an email will be sent to them automatically which contains their username and a link for creating a password. However, a Project Manager can also launch it manually by selecting a user in the Users page and clicking on the Email login button.

  • An email with the user's username and the login link is sent. The user then generates a new password with the link provided.

  • The automatic email follows a specific template, due to GDPR, and cannot be customized.

Type:

Login Info

Suggested name:

Login info (en)

Suggested subject:

Your Memsource Login Info

Suggested body:

Dear {recipient.firstName},

I have created a user profile for you in Memsource and this is
your login info:

Username: {recipient.userName}
Sign in at: {system.url.passwordReset}
(This will start the process of password creation.)

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

LQA Scorecard

  • Templates can be selected in the Send LQA Scorecard modal.

Type:

LQA scorecard

Suggested name:

LQA Scorecard

Suggested subject:

{sender.firstName} {sender.lastName} shared LQA Scorecard with you{userName} shared LQA scorecard with you

Suggested body:

Dear {recipient.firstName},

{sender.firstName} {sender.lastName} shared LQA scorecard with you.

Project name: {project.name}

{jobInfo}
File: {job.name}
Language: {job.sourceLang} -> {job.targetLang}
{/jobInfo}

You can download the scorecard here: {report.file.url}

The link expires on {report.file.expires}.

New Project via Automated Project Creation

Type:

New Project via Automated Project Creation

Suggested name:

New Project via Automated Project Creation (en)

Suggested subject:

New Project via Automated Project Creation

Suggested body:

Dear {recipient.firstName},

A new project "{project.name}" has been created via your Automated Project Creation.

Project: {project.url}
Automated Project Creation: {apc.name}

Best regards

New Project via Instant Quote Form

Type:

 New project via submitter portal

Suggested name:

 New project via submitter portal (en)  

Suggested subject:

 New submitter portal project from {automationWidgetUser.email}  

Suggested body:

Dear {recipient.firstName},

A new project has been created via your instant quote form:
{project.url}

The jobs were submitted by:
{automationWidgetUser.email}

New Project via Instant Quote Form (unsupported files)

Type:

 New project via instant quote form (unsupported files)

Suggested name:

 New IQ Project (UNSUPPORTED FILES) (en)  

Suggested subject:

 New IQ Project from {instantQuoteUser.email} (UNSUPPORTED FILES)  

Suggested body:

Dear {recipient.firstName},

A new project has been created via your instant quote form:
{project.url}

The files were submitted by:
{instantQuoteUser.email}

IMPORTANT: Please note that some of the files are not supported by Memsource. You will find them in the project's Reference File section.

New Project via Submitter Portal (unsupported files)

  • Launched automatically.

  • When unsupported files are submitted via the submitter portal, the Project Manager is notified.

Type:

 New project via submitter portalautomation widget (unsupported files)

Suggested name:

 New project via submitter portalautomation widget (en)  

Suggested subject:

 New submitter portal project from {automationWidgetUser.email} (UNSUPPORTED FILES)

Suggested body:

Dear {recipient.firstName},

A new project has been created via your instant quote form:
{project.url}

The files were submitted by:
{automationWidgetUser.email}

IMPORTANT: Please note that some of the files are not supported by Memsource. You will find them in the project's Reference File section.

New Shared Project

  • Launched automatically.

  • The Vendor will receive an email when a Project Manager shares a project with them by clicking on Share and selecting Share with Vendor in a Project.

Type:

Shared project assigned

Suggested name:

New Shared Project (en)

Suggested subject:

New Shared Project

Suggested body:

Dear {vendor.name},

A new shared project has been assigned to you:
{project.url}

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Next Step Ready

  • Launched automatically.

  • When a Linguist sets a job status to Completed in a project with multiple workflow steps, the Linguist in the next workflow step is notified.

Type:

Next step ready

Suggested name:

Next step ready (en)

Suggested subject:

Project {project.name}: Job(s) Ready, You Can Start

Suggested body:

Dear {recipient.firstName},

You have been assigned work in the {workflow.name} workflow step.
We would like to let you know that you can start now.

The linguist who was in charge of the preceding workflow step ({previousWorkflow.name})
has just changed status to Completed for the following job(s):

Project: {project.url}
{jobInfo}
File: {job.name}
Changed to: {previousWorkflow.name} - {job.status}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Job in the preceding workflow step still not completed? Read more:
http://support.memsource.com/topic/preceding-workflow-step-not-completed

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

P.S. This email was generated automatically.

Next Step Ready

  • Launched automatically.

  • When a Linguist sets a job status to Completed in a project with multiple workflow steps, the Linguist in the next workflow step is notified.

Type:

Next step ready

Suggested name:

Next step ready (en)

Suggested subject:

Project {project.name}: Job(s) Ready, You Can Start

Suggested body:

Dear {recipient.firstName},

You have been assigned work in the {workflow.name} workflow step.
We would like to let you know that you can start now.

The linguist who was in charge of the preceding workflow step ({previousWorkflow.name})
has just changed status to Completed for the following job(s):

Project: {project.url}
{jobInfo}
File: {job.name}
Changed to: {previousWorkflow.name} - {job.status}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Job in the preceding workflow step still not completed? Read more:
http://support.memsource.com/topic/preceding-workflow-step-not-completed

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

P.S. This email was generated automatically.

Project Status Changed

  • Launched automatically.

  • When a Vendor changes a project status, an email notification is sent to the Buyer.

Type:

Shared project status changed

Suggested name:

Project Status Changed (en)

Suggested subject:

Project Status Changed

Suggested body:

Dear {recipient.firstName},

Your vendor {vendor.name} has changed the status of the project below to: {project.status}.

Project name: {project.name}
Project url: {project.url}

Project transferred to Buyer

  • Launched automatically.

  • The Buyer will receive an email when a Project Manager shares a project with them by clicking on Share and selecting Transfer to Buyer menu in the project.

Type:

Project transferred to buyer 	

Suggested name:

New Project (en)

Suggested subject:

New Project 	

Suggested body:

Dear {buyer.name},

A new shared project has been created by us that you can also access in your Memsource profile: 
{project.url}

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}
{vendor.name}

Quote Failed

  • Launched automatically.

  • When files submitted via the submitter portal cannot be processed, this email is sent to the person who submitted them.

Type:

Quote failed 

Suggested name:

Quote Failed (en) 

Suggested subject:

Quote Failed  

Suggested body:

Dear customer,

We are sorry but your quote could not be generated.

Please email your files for translation directly to me by responding to this email.

Thank you.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Quote Ready

  • Launched automatically.

  • This email template will be sent to customers when files are submitted via the submitter portal.

Type:

 Quote ready  

Suggested name:

 Quote Ready (en)  

Suggested subject:

 Your Quote No. {automationWidgetPage.id} Is Ready 

Suggested body:

Dear customer,

Your quote {automationWidgetPage.id} is ready: {automationWidgetPage.url}

Let me know if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Supported Email and Submitter Portal Macros

These can be used in email templates and submitter portal templates.

Some macros are specific and can be used only in specific templates and in specific places. Test templates before using.

  • {linguist.email}

  • {linguist.firstName}

  • {linguist.lastName}

  • {linguist.userName}

  • {sender.email}

  • {sender.firstName}

  • {sender.lastName}

  • {sender.timezone}

  • {sender.userName}

  • {recipient.email}

  • {recipient.firstName}

  • {recipient.lastName}

  • {recipient.timezone}

  • {recipient.userName}

  • {vendor.name}

  • {buyer.name}

  • {new.job}

  • {jobs.count}

  • {job.number}

  • {jobs.newStatus}

  • {job.status}

  • {job.wordCount}

  • {project.id}

  • {project.internalId}

  • {project.client}

  • {project.domain}

  • {project.name}

  • {project.owner}

  • {project.owner.email}

  • {project.status}

  • {project.url}

  • {quote.confirmUrl}

  • {quote.price}

  • {quote.targetLang}

  • {automationWidget.submissionDate} | (previously: {instantQuote.submissionDate})

  • {automationWidget.quote} | (previously: {instantQuote.price})

  • {automationWidgetUser.email} | (previously: {instantQuoteUser.email})

  • {automationWidgetPage.id} | (previously: {instantQuotePage.id})

  • {automationWidgetPage.url} | (previously: {instantQuotePage.url})

  • {jobBoardPosting.title}

  • {jobBoardPosting.sourceLang}

  • {jobBoardPosting.targetLang}

  • {jobBoardPosting.wordsCount}

  • {jobBoardResponse.wordRate}

  • {jobBoardPosting.subject}

  • {jobBoardPosting.dateClosed}

  • {jobBoardPosting.dateDelivery}

  • {jobBoardPosting.url}

  • {jobBoardResponse.targetLang}

  • {jobBoardResponse.url}

  • {jobBoardResponse.name}

  • {jobBoardResponse.email}

  • {jobBoardResponse.total}

  • {jobBoardResponse.profileUrl}

  • {jobBoardResponse.note}

  • {job.previousWorkflow.dateDue}

  • {workflow.abbr}

  • {workflow.name}

  • {previousWorkflow.name}

  • {system.url.passwordReset}

  • {system.url}

  • Macros related to translation jobs:

    • {jobInfo}

    • File: {job.name}

    • Wordcount: {job.wordCount}

    • Language: {job.sourceLang} -> {job.targetLang}

    • Due: {job.dateDue}

    • {/jobInfo}

  • Macros related to submitter portal Default Project name:

    • {order.number}

    • {order.email}

    • {order.date}

  • Macros related to quotes:

    • {quote.id}

    • {quote.url}

    • {quote.status}

    • {quote.name}

Work Completed

  • Launched automatically.

  • When a Project Manager sets the status of a project that was created using the submitter portal to Completed, the client is notified by email with a link from which the translation can be downloaded.

Type:

Work completed  

Suggested name:

Work Completed (en)  

Suggested subject:

Work Completed  

Suggested body:

Dear customer,

The work has been completed and your files are ready for download:
Project url: {instantQuotePage.url}

Let me know if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}
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