Difference between revisions of "Sending automated emails using new case template framework"

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{{Design pattern|Title=Sending automated emails using new case template framework|Description=Best practices for outbound case emails|Version=8.5|Applications=Pega Customer Service|Capability Area=Service Cases / Tasks|Owner=}}
  
|Request to Publish=yes
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For case types created from a case type template, and for out-of-the-box case types that use case type templates, you can modify the Send intake notification template in the Intake stage and the Send resolution notification template in the Resolution stage. The image below shows the default Send intake notification. You can add similar automatic notification steps to various stages in a case life cycle.
  
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[[File:Automated_email_notification.png|600x600px]]
 
 
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Enter your content below. Use the basic wiki template that is provided to organize your content.  After making your edits, add a summary comment that briefly describes your work, and then click "SAVE".  To edit your content later, select the page from your "Watchlist" summary.  If you can not find your article, search the design pattern title.
 
 
 
When your content is ready for publishing, next to the '''"Request to Publish"''' field above, type '''"Yes"'''. A Curator then reviews and publishes the content, which might take up to 48 hours.
 
 
 
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== Summary ==
 
With the new case type templates, and the out-of-the-box case types that use these templates, you can modify the Send intake notification template in the Intake stage and the Send resolution notification template in the Resolution stage. The image below shows the Send intake notification shipped OOTB. Similar automatic notification steps can be added to various stages in a case life cycle.
 
  
[[File:Automated_email_notification.png|600x600px]]
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Pega Customer Service includes email templates that demonstrate best practices. The following section describes the best practices when using email templates for outbound email. 
  
Customer service ships email templates out-of-the-box(OOTB) which captures most of the best practices we describe below for email. Implementation guide captures the steps on how to add an outbound email notification using the case template. In this article we showcase how any outbound email can leverage the templates and factors to consider for outbound emails.  
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The Pega Customer Service Implementation Guide describes the steps to add an outbound email notification using the case type template. For additional information, see "Using the Service case template to send outbound email from a case" in [https://community.pega.com/knowledgebase/articles/pega-customer-service-implementation-guide/85/create-new-case-type-template Create a new case type from a template].  
  
== Best practices to consider with any outbound email notification ==
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== Best practices for outbound email notification ==
* '''Email clients''': Customer service considers some of the popular email clients like outlook, gmail and aws mail. These email clients present peculiar challenges when HTML rendering is enabled. The formatting errors in the clients has to be tested based on your audience's prefered email client. You can check the current email client usage trend at http://emailclientmarketshare.com/  
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* '''Email clients''': Pega Customer Service considers some of the popular email clients such as Outlook, Gmail, and AWS mail. These email clients present peculiar challenges when HTML rendering is enabled. The formatting errors in the clients have to be tested based on your audience's preferred email client. You can check current email client usage trends at http://emailclientmarketshare.com/  
* '''Email client form factor''':  The web and mobile form factors are considered. Also the dark mode in mobile has to be considered for the way the email is rendered.  
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* '''Email client form factor''':  The web and mobile form factors are considered. Also, Dark mode in mobile apps has to be considered in terms of the way email is rendered.  
 
** '''Web look-n-feel''': Here the information is centered with other portions deliberately left blank. This is done so that the rendering is uniform across all form factors.   
 
** '''Web look-n-feel''': Here the information is centered with other portions deliberately left blank. This is done so that the rendering is uniform across all form factors.   
 
[[File:Web-gmail-Intake-template.png|600x600px]]
 
[[File:Web-gmail-Intake-template.png|600x600px]]
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* '''Mobile look-n-feel''': The full horizontal space is used in the mobile form factor.  
 
* '''Mobile look-n-feel''': The full horizontal space is used in the mobile form factor.  
 
[[File:Pixel4XL-intake.jpg|429x429px]]
 
[[File:Pixel4XL-intake.jpg|429x429px]]
* '''Subject line''': Short ( < 50 characters with spaces) subject lines are recommended. Short subject lines convey information quickly. The other added advantage is that the notifications will also be impacted because of the Avoid dynamic text in the subject unless the length of the dynamic text is fixed. Per [https://blog.hubspot.com/marketing/email-marketing-stats HubSpot], 46% of the emails are read on mobile. Information beyond 60 characters definitely gets chopped off.   
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* '''Subject line''': Short subject lines of less than 50 characters, including spaces, are recommended. Short subject lines convey information quickly. The other added advantage is that notifications will also be impacted with the option to Avoid dynamic text in the subject, unless the length of the dynamic text is fixed. Per [https://blog.hubspot.com/marketing/email-marketing-stats HubSpot], 46% of emails are read on mobile devices. Subject lines longer than 60 characters gets truncated.   
* '''First line of email''': The first line of the email is displayed along with the subject line in the notifications for end customers. It is recommended to place the key information in the first line.  
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* '''First line of email''': The first line of the email is displayed and the subject line. It is recommended that you place key information in the first line of the email notification.  
* '''Header logo''': Logos as images have known to cause issues. It is best advised to use a combination of div and text (as used in the template) for easier rendering across all email clients. Some clients disable image download by default. The best way to
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* '''Header logo''': Logos as images have been known to cause issues. Use a combination of div and text (as used in the template) for easier rendering across all email clients. Some clients disable image download by default.  
** Tip: Store images on content delivery network (CDN) as most email clients allow links but not actual images as part of the email communications.
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** Tip: Store images on a content delivery network (CDN), because most email clients allow links but do not allow images as part of email communications.
* '''Linking Knowledge Management(KM) articles''': In the samples above you will see KM articles being showcased dynamically. However, one needs to be careful and have an upper limit to the number of articles as this may result in an overflow especially with the mobile form factor. Limiting to max of 3 knowledge articles can be a best practice.  
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* '''Linking knowledge management articles''': In the samples above, the knowledge management articles being showcased dynamically. Select an upper limit on the number of articles used, because too many article may result in an overflow, especially with the mobile form factor. The recommended upper limit is 3 knowledge management articles.  
* '''Signatures'''; Multiline signatures increase the length of the emails. Text based single line signatures (2 line at best ) are recommended. Images in signatures are again not recommended. If images need to be used, again CDN hosted images are recommended.   
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* '''Signatures'''; Multi-line signatures increase the length of emails. Text-based, single-line signatures (2 lines at most) are recommended. Images in signatures are not recommended. If images are required, use CDN-hosted images.   
* '''Legal clearances and disclaimers:''' The samples shipped OOTB as for demo purposes only and the disclaimers are reference text only. However, before sending the emails, please consult the legal team and add all the required clearances. Emails with marketing content, invariably is subject to The CAN-SPAM Act of 2003. If applicable, as part of this act you may have to additionally implement unsubscribe button  
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* '''Legal clearances and disclaimers:''' The sample templates are for demo purposes only and the disclaimers are reference text only. Before using a template for email notifications, consult your legal team and add the required clearances. Email with marketing content is subject to the CAN-SPAM Act of 2003. If applicable, to comply with this act you might need to include an Unsubscribe option.  
* '''Beware of spam filters''': If you send email campaigns for long enough, you’ll eventually run into spam-filter issues. As a rough estimate, consider keeping 2 scrolls length in a standard mobile phone.  
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* '''Beware of spam filters''': If the email content is long, it might be flagged by a spam filter. Consider keeping the email content length to less than 2 pages on a standard mobile phone display.  
* '''Test, Test and Test!''': Use A/B or Multivariate Testing to learn how changes to your content affects delivery and engagement.
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* '''Test, Test and Test!''': Use A/B or multivariate testing to learn how changes to your content affect delivery and engagement.

Latest revision as of 23:05, 8 June 2021

Sending automated emails using new case template framework

Description Best practices for outbound case emails
Version as of 8.5
Application Pega Customer Service
Capability/Industry Area Service Cases / Tasks



For case types created from a case type template, and for out-of-the-box case types that use case type templates, you can modify the Send intake notification template in the Intake stage and the Send resolution notification template in the Resolution stage. The image below shows the default Send intake notification. You can add similar automatic notification steps to various stages in a case life cycle.

Automated email notification.png

Pega Customer Service includes email templates that demonstrate best practices. The following section describes the best practices when using email templates for outbound email.

The Pega Customer Service Implementation Guide describes the steps to add an outbound email notification using the case type template. For additional information, see "Using the Service case template to send outbound email from a case" in Create a new case type from a template.

Best practices for outbound email notification[edit]

  • Email clients: Pega Customer Service considers some of the popular email clients such as Outlook, Gmail, and AWS mail. These email clients present peculiar challenges when HTML rendering is enabled. The formatting errors in the clients have to be tested based on your audience's preferred email client. You can check current email client usage trends at http://emailclientmarketshare.com/
  • Email client form factor: The web and mobile form factors are considered. Also, Dark mode in mobile apps has to be considered in terms of the way email is rendered.
    • Web look-n-feel: Here the information is centered with other portions deliberately left blank. This is done so that the rendering is uniform across all form factors.

Web-gmail-Intake-template.png

  • Mobile look-n-feel: The full horizontal space is used in the mobile form factor.

Pixel4XL-intake.jpg

  • Subject line: Short subject lines of less than 50 characters, including spaces, are recommended. Short subject lines convey information quickly. The other added advantage is that notifications will also be impacted with the option to Avoid dynamic text in the subject, unless the length of the dynamic text is fixed. Per HubSpot, 46% of emails are read on mobile devices. Subject lines longer than 60 characters gets truncated.
  • First line of email: The first line of the email is displayed and the subject line. It is recommended that you place key information in the first line of the email notification.
  • Header logo: Logos as images have been known to cause issues. Use a combination of div and text (as used in the template) for easier rendering across all email clients. Some clients disable image download by default.
    • Tip: Store images on a content delivery network (CDN), because most email clients allow links but do not allow images as part of email communications.
  • Linking knowledge management articles: In the samples above, the knowledge management articles being showcased dynamically. Select an upper limit on the number of articles used, because too many article may result in an overflow, especially with the mobile form factor. The recommended upper limit is 3 knowledge management articles.
  • Signatures; Multi-line signatures increase the length of emails. Text-based, single-line signatures (2 lines at most) are recommended. Images in signatures are not recommended. If images are required, use CDN-hosted images.
  • Legal clearances and disclaimers: The sample templates are for demo purposes only and the disclaimers are reference text only. Before using a template for email notifications, consult your legal team and add the required clearances. Email with marketing content is subject to the CAN-SPAM Act of 2003. If applicable, to comply with this act you might need to include an Unsubscribe option.
  • Beware of spam filters: If the email content is long, it might be flagged by a spam filter. Consider keeping the email content length to less than 2 pages on a standard mobile phone display.
  • Test, Test and Test!: Use A/B or multivariate testing to learn how changes to your content affect delivery and engagement.