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Customize MyCity emails

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OpenCities Product Team

Last updated

MyCity is set up so that users will receive automated emails for various reasons. These emails can be altered to varying extents so that you can personalize them to your city or council. Users of your MyCity site will receive the following types of emails:

  • Welcome messages: an email to confirm that users have signed up to your MyCity portal. You can change the appearance of these emails, but not the content.
  • Review notifications: emails sent to users when they have not updated their listings for a certain period. These reminders help keep your MyCity content updated, and you can change the appearance, content, and frequency of these emails.
  • Page publication or rejection notices: emails sent when a user's listing is approved or rejected as part of a workflow. These emails fall under email templates for workflows.

Change the appearance of MyCity emails

You can change the basic appearance of MyCity emails in the Site Management settings. Please note that changing these settings will also change the appearance of the welcome message.

  1. From the main menu, go to More > Site Management > your MyCity site > Settings.
  2. Select Email.
    Email icon in site management
  3. Change the Header color by clicking on the color picker and selecting the color or entering a hex color code.
  4. Add a link to an image into your Logo field to include your city or council logo. An image link needs to be copied from the file in the Files Library, for example "/files/assets/public/sample-images/sample.png" 
    image link in the files library
  5. Edit your HTML signature and Text signature.
  6. You'll see a Preview of your new email, but you can also enter an email address in the Send test email field and select Send to see how it looks.
  7. When you're happy, select Save Settings and Save.

Change the content of review notifications

There is a default content review notification for MyCity that will include the name and link to the page. You may want to edit this email template to be more informative for your community. For example, you could include the login URL for your MyCity portal or advice on writing compelling listings from your internal content team.

To edit this template:

  1. From the main menu, go to More > Email Templates.
  2. Expand the System Email Templates menu and select MyCity Content Review Notification. You can also edit the MyCity Content Published Notification from this menu if you want to.
  3. In the Overview tab, you change the Subject, From name, and From email for the notification.
  4. To edit the content, go to the Alternate Views tabs and select from the Alternate view name list to open the body content.
  5. Use the text area to change the content. You can learn more about how to edit with this menu in our email templates for workflows article.

Occasionally, we'll need to update the default MyCity Content Review Notification in a product release. When this happens, it will override your custom content, so make sure you keep a backup. We'll let you know when we're rolling out an update in our release notifications and changelog if it will affect your email templates.

Change the frequency of review notifications

When we first set up your MyCity portal, you'll need to set the frequency of your review notifications for events, and community and business listings. 

To set these details:

  1. From the main menu, go to More > Site Management > your MyCity site > Settings.
  2. For the event settings, select Event.
    Event icon in site management
    For community directory settings, go to Local Directory > OC Directory, and for business directory settings, go to Local Directory > OC Business.
    Local directory icon in site management
  3. Enter a new value in the Send review notification in days field.
  4. Select Save Settings then Save.

What else?

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