Configuring Reminder Message Settings

You can configure reminder messages using InterAction Administrator so users have a predictable subject line and message body with the information they need to have meaningful communication with their contacts.

Field	Description
Subject line For details about these settings, see Configuring the Message Subject.
Format	This indicates whether this template applies to a one-time or recurring reminders.
Subject Line	Displays the static text and token information that displays in the subject line of each reminder. Design the subject lines with the format of the reminder in mind, because a token like Reminder Frequency does not apply to one-time reminders.
Message body For details about these settings, see Edit Message Content.
Type	This is the type of the message body, either HTML or text.
Format	This indicates whether this template applies to a one-time or recurring reminders.

Reminder Message Settings

Available Tokens

Tokens are variables you can use in the reminder subject line and message body to insert InterAction data into the reminder message. The available tokens include:

Token	Sample Data
Available Tokens in the Reminder Message Subject Line and Body
Assistant Name	Judy Thomas
Company Also Known As	TGA
Contact Name	Mr. Edward M. Roberts
Department	Finance
Goes By	Ed
Job Title	Vice President
Person Company Name	TransGlobal Airlines
Primary Email	[e-mail]
Primary Mobile	[phone]
Primary Phone	[phone]
Primary Web Site	www.telenorth.com
Reminder Description	Quarterly Update (recurring) OR Follow-up on acquisition of Global Transit Airlines (one time)
Reminder Frequency	Every 3 months (recurring) OR One-Time (one-time)
User's Last Activity Date	<1 month prior to the current date>
User's Last Activity Summary	Meeting at 900 North Building
Available Tokens in only the Reminder Message Body
Link to Add Activity	Add Activity
Link to Contact Details	Mr. Edward Roberts
Link to Edit Reminder	Edit Reminder
Link to Reminder List	See all of my reminders
Link to Send Report	Send Report to Me
Link to View Report	View Report
User's Last Activity Details	Met Ed and his team at the 900 North corporate office. He’s been happy with our service but had some questions about their recent bills. I said I would follow up with Tina and ensure his questions are addressed.

Configuring the Message Subject

You can decide the key information to include in the subject line for both recurring and one time reminder messages. The content of reminder messages is comprised of a combination of static text and token variables.

Make sure the reminder message subject line provides the information you want users to see first regarding the reminder.

Edit Message Subject Dialog Box

Editing the Reminder Message Subject Line

1. On the main window of InterAction Administrator, double-click Reminders.
2. Choose the Message Settings button to open the Reminder Message Settings dialog box.
3. Choose the Edit button under the subject line to open the Edit Message Subject dialog box.
4. Type the text you want included in every message in the Subject Line box.

5. Position the cursor where you want to include a token variable then choose Insert Token.

   If the cursor is not in the box when you insert a token, the token is placed at the end of the subject line.

   Tokens are identified by “$” and surrounded by parentheses, for example, $(Contact Name). See Available Tokens in Reminder Messages for samples of what these tokens are.

6. Continue inserting tokens and including text until you are satisfied with the reminder message subject line.

Edit Message Content

You use InterAction Administrator to design the layout and fields available in the body of recurring and one-time reminder messages, both HTML and text. The content of reminder messages is comprised of a combination of static text and token variables.

Edit Message Content Dialog Box

Preview of Message Content

Configure the reminder message body to provide users with all the information they need that is not included in the message subject line.

• Contact information to follow up on the reminder
• Details regarding their latest activity regarding this contact

• Links or URLs (for HTML or text messages, respectively) to perform other tasks

  For example:

  • Research the contact
  • Gather information regarding the contact’s associated company from the company Web site
  • Get details about this particular reminder
  • View all their reminders
  • Edit a reminder
  • Add an activity
  • Send a report as an attachment
  • View a report

The format of the reminder message depends on whether the message is HTML or Text and how you configure it for one-time and recurring reminders. You can get a sample view of the reminder message by choosing the Preview button from the Edit Message Content dialog.

Editing the Reminder Message Body

1. On the main window of InterAction Administrator, double-click Reminders.
2. Choose the Message Settings button to open the Reminder Message Settings dialog box.
3. Choose the Edit button under the subject line to open the Edit Message Content dialog box.
4. Type the text you want included in every message in the Specify the content... box.

5. Position the cursor where you want to include a token variable in the message, then choose Insert Token.

   If the cursor is not in the box when you insert a token, the token is placed at the end of the message.

   Tokens are identified by “$” and surrounded by parentheses, for example, $(Contact Name). See Available Tokens in Reminder Messages for samples of what these tokens are.

6. Continue inserting tokens and text and modifying the layout until you are satisfied with the reminder message body.

Previewing the Message

1. On the main window of InterAction Administrator, double-click Reminders.
2. Choose the Message Settings button to open the Reminder Message Settings dialog box.
3. Choose the Edit button under the subject line to open the Edit Message Content dialog box.
4. Choose the Preview button to view the message body content as it is currently defined, and in either HTML or text, using sample data.

How Will Data Be Formatted in the Reminder Message?

The token data in the Preview Message dialog box is not drawn from your database. It comes from sample data that InterAction supplies. See the Sample Data in Available Tokens in Reminder Messages. You cannot use the preview to see how different contacts look in reminder messages, for example, whether dates use regional settings or how foreign characters look, because the preview would need access to your database.

You can preview how static text will look in a reminder message, including dates and foreign characters, for both text and HTML. In HTML messages, you can also modify font styles, colors, and sizes of static text and then preview the changes.

How Do I Test Links in the Message?

Links shown in the Preview Message dialog box are not connected to your database, so you cannot test these links when previewing a message. If you want to ensure the links work the way you anticipate, you need to set up an actual reminder and test the links in the reminder message it generates.