Email Templates

General guidelines

When a Solution Designer has defined a template name in the Message property, it means the designer wants to send an email from the email template. Both the body and subject of the email will be pulled from an email template even if the subject is empty and the body has no text. There is no fallback to configuration key or to property, meaning that if there is no email template with the designated name, the email will not be sent using the config key values.

To use an email template in the message property or in the key, add $EmailTemplate. followed by email template name. For example: $EmailTemplate.AssignmentMessage

The email template will be sent according to the user language. If the template in that language is not defined, or if the email template with that name does not exist, an error email is sent.

• The fallback mechanism for emails is as follows:

  1. Email Template name in the Message property: send email from email template and no fallback in case the email template is not defined or empty instead send an error email
  2. The Message property is empty: fallback to config key. Users can add an Email Template name in the configuration key as well. In this case, the email will be sent from an email template.
  3. If Property, Config Key, and Email Template are each empty: an error email is sent.

If the Message property has text or is empty, adding an Email Template to the Subject property has no impact and the text present in the Subject property will be treated as an actual subject. That means it will not pick an email from the email template defined in the subject. Email templates will always be picked from the Message property or the Message/body configuration key.

Email template names display in the Message property by default. The Subject property will be empty by default because both the body and subject are pulled from the email template.

View existing email templates

To view all existing email templates:

1. Click the Apps menu, select an app, and then click on the icon under the Actions.
2. Click the Configurations option, then click the Email Templates tab on top.

3. Select a language from the drop-down list at the top right of the table. All email templates available for that language will appear tabulated on the page. You can view the following:

   • Name: Classification of the email
   • Subject: Email subject
   • Type: User-defined or System-defined
     • User-defined. You can create new, edit, and delete these templates.
     • System-defined. These are created by default. You can edit them; you cannot create or delete them.
       Note:

       By default, the emails will be listed in the language that is set as the user locale.

Add an email template

To add an email template:

1. Click the Apps menu, select an app, and then click on the icon under the Actions.
2. Click the Configurations option, then click the Email Templates tab on top.
3. On the Email Templates page, click Add. The Add Email Template page appears.

4. Enter details for the following fields:

   • Name – Classification of the email. Example: User role changed
   • Language – Language in which you want to create the template
   • Ribbon Type – One of the three ribbon types below, to be displayed in the email body
     1. Notification – Blue ribbon without buttons
     2. Task – Blue ribbon with an “Open Task” button
     3. Error -- Red ribbon without buttons
   • Ribbon Text – Text to be displayed on the ribbon in the email
   • Subject – Subject of the email to be sent
   • Notification – Text to be displayed in the notification pane of the home page
   • Body – In the Body field, you can enter your email text. Standard HTML editing options are available to customize the look and feel of your message. For example, you can choose the font type and font size.
     Note:

     You can select languages from the Language field drop-down list to create language-specific versions. After you save the email template, you can view your customized and localized text within each of the different languages.

5. Click Submit. A message notifies you that the email template has been saved successfully. You can also see it listed on the Email Templates page.

Edit an email template

To edit an email template:

1. Click the Apps menu, select an app, and then click on the icon under the Actions.
2. Click the Configurations option, then click the Email Templates tab on top.
3. On the Email Templates page, select an email template, and then click Edit. The Update Email Template page appears.
4. Select the language from the Language drop-down list.

5. Change details as required within the following fields:

   • Ribbon Type
   • Ribbon Text
   • Subject
   • Notification
   • Body (you can change the order of information within the body of an email template)
6. Click Submit. A message will notify you that the email template has been updated successfully.

Export an email template

To export an email template:

1. Click the Apps menu, select an app, and then click on the icon under the Actions.
2. Click the Configurations option, then click the Email Templates tab on top.
3. Select the check-box corresponding to the template that you want to export.
4. Click Export. An email template is exported in zip file format in your default Downloads folder.

Import an email template

To import an email template:

1. Click the Apps menu, select an app, and then click on the icon under the Actions.
2. Click the Configurations option, then click the Email Templates tab on top.
3. Click Import.
4. Click Select Files button. Browse and select the template that you want to import.
5. Click Open.
6. Import option available:
   • Overwrite existing email templates – Select to update the existing templates if already present in the App.
7. Click Submit. An email template is imported successfully.

Delete an email template

To delete an email template:

1. Click the Apps menu, select an app, and then click on the icon under the Actions.
2. Click the Configurations option, then click the Email Templates tab on top.
3. On the Email Templates page, select an email template, and then click Delete. You will be prompted to confirm the deletion.
   Note:

   Only User-defined email templates can be deleted. Users/admin users cannot delete System-defined email templates.

4. Click Yes. A message will notify you that the email template has been deleted successfully.