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Edit email templates

Edit a template​

  1. Go to Notifications → Templates. Use All, Drafts and Published to filter.
  2. Select Open editor on the template.
  3. Change the Subject and HTML Body. To add a placeholder, put the cursor where you want it and use Insert Data Tag; search for the tag by name.
  4. Select Validate. It reports "Template is valid" or lists Unknown data tags to fix.
  5. Check the Preview tab, and use Send Test Email to see it in your inbox.
  6. Save Draft to keep working, or Publish to start using it.

Editing a published template creates a new draft version. The published version keeps being used until you publish the draft. Published Version shows which version is live. Archive retires a template.

Add a template​

Select Add Template and choose the Name, Module, Notification Type and Entity Type.

To use different wording for some employees, set Sub Entity Identifier values, for example Identifier 1 = Location Gurgaon and Identifier 2 = Department Technology. That template is used only when both match; others get the general template.

Data tags​

Notifications → Data tags lists the placeholders, with their Key, Category, Data Type, Display Name and Format Hint. Set a Fallback Value to show when the data is missing, for example your manager. You can disable tags your organization doesn't use.

Definitions​

Notifications → Definitions controls when templates are used. Each definition has a Code (uppercase letters, digits and underscores), Name, Module, Event Type, Priority, its Templates, Recipient Rules and Condition Rules. Change definitions carefully: a wrong recipient rule can send emails to the wrong people.