Only Admin users can create and update templates. If you are setting up your portal and need to input a large number of templates reach out to NextRequest Support and we can upload them for you.
You can create templates for responses that your users will send on a regular basis. Templates are a digital version of a form letter and can help save you time when responding to requests. There are two categories of templates that you can create:
- Message Response Templates: These are templates for sending a message either to the requester or internally while the request is being worked on.
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Closure Responses: These are templates for telling the requester why and how their request is being closed. The closure response template includes both the reason the response was closed and the text explaining this to the requester. You can include the closure reason in reports to track what percentage of requests are being closed for each reason.
- For more information about using a closure response template when closing a request, please review the Close a Request instructions.
- Invoice Templates: These templates are for requesting payment from a requester.
This article covers creating, updating, and deactivating closure templates.
Create a Closure Response
- Sign in to the portal
- Click Closure Templates on the Admin drop-down menu
- Click the Create Closure Response button
- Create a Name for the closure response
- Enter the Text for the closure response
- Use the text editor's tools to format the text.
Note: The text of a closure response that is added to a request (after any edits) will be visible to everyone who has access to the request. This means that if the request is public the closure response text will also be visible to the public. The name of the closure response will not appear on the request page, only in the internal list of closure responses. If you would like to display a summary title, it should be added at the beginning of the closure response text.
- Use the text editor's tools to format the text.
- (Optional) Select a category from the Assign Category drop-down menu
- Click the Save button
Edit a Closure Response
- Sign in to the portal
- Click Closure Templates on the Admin drop-down menu.
- Click the Edit button (pencil) next to the closure response you want to edit
- Update the Closure Response Name
- Edit the Closure Response Text
Note: This is a required field, indicated by the asterisk ("*") next to the field's name. - Select a new category option from the Category drop-down menu
- Click the Save button (green circle with a checkmark) in the table's Actions column
Deactivate a Closure Response
- Sign in to the portal
- Click Closure Templates on the Admin drop-down menu
- Click the Archive button (file cabinet) next to the closure response
- Click the OK button on the pop-up message that reads, Are you sure you want to archive this closure response?
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