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The Content Editor and Email Template sections allow you to use tokens, which function much like merge fields do when you put together a mail merge in Microsoft Word. These tokens allow you to pull dynamic content into your templates, such as the applicant's first and last names, your program's name, certain dated items (app close date and time), etc.

We highly recommend you use these tokens instead of using their typed out counterparts, where possible. This ensures that you do not have outdated information in your email templates, and this cuts down on annual maintenance.

AMP administrators often see users typing out application close dates, program names, etc. Some of these elements must be updated every single year. Use tokens, instead!

NOTE

Use only the tokens that are available in the "My Tokens" menu. If tokens are not available on the specific page or template in which you are working, then they cannot be used.

SUGGEST TOKENS

If you have suggestions for other tokens that can be useful, please email the AMP support staff at GraduateAdmissionSupport@ucsf.edu.


(click to enlarge)


Overview of available tokens

TokenFunctionTemplate Availability

[[APPLICATIONID]]

This is the preferred method to search for an applicant as it reduces error as opposed to having to enter and search for both the first and last names.
  • Inserts the application ID
  • This is helpful to include in email templates and asking applicants to reference their application ID in all communication.
    • With this ID, you can quickly look up an application without having to correctly enter both the first and last names, or the email address.

EMAIL TEMPLATE

CONTENT EDITOR

[[USERID]]

  • Inserts the applicant ID
  • This is helpful for viewing all applications to which the applicant applied.
    • Keep in mind, if the applicant has multiple application accounts (using different email addresses), the applicant ID will not show you all applications to which the applicant applied.

EMAIL TEMPLATE

CONTENT EDITOR

[[USERNAME]]

  • Inserts the user name for applicants or recommenders
  • This is the login ID

EMAIL TEMPLATE

CONTENT EDITOR

[[EMAIL]]

  • Inserts applicant's email address

EMAIL TEMPLATE

CONTENT EDITOR

[[PASSWORD]]

(DEPRECATED)

  • Inserts password for recommenders or applicants
  • This is no longer used for recommenders, and should NOT be used for applicants


EMAIL TEMPLATE

CONTENT EDITOR

[[FIRSTNAME]]
  • Inserts applicant's first name
  • Inserts faculty first name on the Interviewer Reminder email template

EMAIL TEMPLATE

CONTENT EDITOR

[[LASTNAME]]
  • Inserts applicant's last name
  • Inserts faculty last name on the Interviewer Reminder email template

EMAIL TEMPLATE

CONTENT EDITOR

[[TERM]]

(example: Fall)

  • Inserts the term (app cycle) of the corresponding application
  • Use this in conjunction with the APPYEAR token

EMAIL TEMPLATE

CONTENT EDITOR

[[APPYEAR]]

(example: 2021)

  • Inserts the year for which the applicant is completing an application
  • Use this in conjunction with the TERM token

EMAIL TEMPLATE

CONTENT EDITOR

[[DEPARTMENT]]

At UCSF, the Department and Program tokens output the same application/program title.

(example: Nursing MEPN, Biomedical Sciences PhD)

  • Inserts the application title

EMAIL TEMPLATE

CONTENT EDITOR

[[PROGRAM]]

At UCSF, the Department and Program tokens output the same application/program title.
  • Inserts the application title

EMAIL TEMPLATE

CONTENT EDITOR

[[PROGRAMCONSIDERED]]
  • If the applicant applies to one program but is then considered for another, this token outputs the new program's name

EMAIL TEMPLATE

CONTENT EDITOR

[[TODAYDATE]]
  • Inserts today's date

EMAIL TEMPLATE

CONTENT EDITOR

[[PERMADDRESS1]]

[[PERMADDRESS2]]

[[PERMCITY]]

[[PERMSTATE]]

[[PERMPOSTALCD]]

[[PERMCOUNTRY]]

  • Inserts the applicant's permanent address information

EMAIL TEMPLATE

CONTENT EDITOR

[[PREFADDRESS1]]

[[PREFADDRESS2]]

[[PREFCITY]]

[[PREFSTATE]]

[[PREFPOSTALCD]]

[[PREFCOUNTRY]]

  • Inserts the applicant's preferred address information.

EMAIL TEMPLATE

CONTENT EDITOR

[[INTERVIEWDAY]]

  • Inserts the date of the selected interview day

EMAIL TEMPLATE

CONTENT EDITOR

[[INTERVIEWTIME]]

NOTE

This token shows only ONE interview time. If your applicants have multiple interviews in one day, you should use the INTERVIEWSUMMARY token below.

  • Inserts the time of the selected interview day

EMAIL TEMPLATE

CONTENT EDITOR

[[INTERVIEWSUMMARY]] (new as of 2021)

example:

Applicant template:

Interview Summary for Applicant

Interviewer template:

Interviewer Reminder Template


EMAIL TEMPLATE

CONTENT EDITOR

[[PROGRAMCLOSEDATETIME]] (new as of 2020)
  • Inserts the application's close date and time.

EMAIL TEMPLATE

CONTENT EDITOR

[[FINALDECISIONDATE]]

  • Inserts the date on which the final decision was made.

EMAIL TEMPLATE

CONTENT EDITOR

[[OFFERRESPONSEDATE]]
  • The date by which an applicant who is offered admission must reply to make their decision.

EMAIL TEMPLATE

CONTENT EDITOR

[[FACULTYFIRSTNAME]]
  • Used to insert the faculty member's first name on the Assign Reader and Assign Random Reader email templates

EMAIL TEMPLATE

[[FACULTYLASTNAME]]
  • Used to insert the faculty member's last name on the Assign Reader and Assign Random Reader email templates

EMAIL TEMPLATE

[[UCSFNOTE]]

  • Used in the Recommendation Request email template. Inserts a note for UCSF-based users instructing them to log into AMP by clicking the Faculty/Staff link and using their MyAccess credentials.

This token should not be removed from any templates in which it is included.

EMAIL TEMPLATE

[[CREATEPASSWORDURL]] (new as of 2021)

  • Used in the Recommendation Request email template.  Inserts the unique URL that allows recommenders to create their recommender account in the system.

This token should not be removed from any templates in which it is included.

EMAIL TEMPLATE

[[FACULTYID]]

This is not currently used.
  • Inserts the AMP-assigned user ID
  • This number is not currently useful

EMAIL TEMPLATE

TEXT FORMATTING

Bolding, italicizing, or underlining the token code will also apply that format to the output.

Troubleshooting

Common Issues and Solutions
 My token does not output any information.
  • Make sure that you use the "My Tokens" menu when inserting tokens into your email template or content editor. If you are manually entering the tokens, you may need to check your spelling to make sure the token is exactly as is appears in the MyTokens menu.
  • Make sure that the token is available in the template you are using. Not every token is available to use in every type of template or content editor. Refer to the "My Tokens" menu to view all available tokens for the specific page/template you are editing.



For suggestions of items to add to this troubleshooting list, or to suggest additional user guide articles, please contact GraduateAdmissionSupport@ucsf.edu. When contacting us, please reference the page URL and any other relevant information.