Editing System Email Templates

Overview

If you have EB360 administrator permissions, you can edit the templates used by system email notifications. For example, you can:

• Specify the languages that emails should be sent in.
• Edit the text of the email body and subject line.
• Add or remove placeholders from the email body and subject line.
  
  

On this page

This page describes how to:

• Edit system email templates (including adding placeholders)
• Test system email templates
• Activate or deactivate system email templates

Note: this page is not about user email templates, which are a separate type of template used by the workflow-based email system.

Editing system email templates:

You can edit the static text of system email templates, as well as the placeholders that are used to tailor content at the point that emails are sent. You can also configure a template to support sending emails in multiple languages.

To edit system email templates:

1. Go to Platform Settings > Email templates. A list of available system email templates is displayed.
2. Locate the template you wish to edit.
3. In the Action column for the template, click and select Edit. The template is opened for editing.
4. Before you start to edit, you may wish to copy the existing subject and message body somewhere (e.g. a Notepad file) as a backup, in case you need to restore it for any reason.
5. Fields that you are not permitted to edit (e.g. 'Email Type') are greyed out and disabled.
6. Edit the following as required:
   

   Field	Information
   Email Language	Use the Email Language dropdown menu to select all languages that you want emails to be sent in.
   Notify Additional Emails (CC)	Use this field to enter any additional recipients who should be notified when this type of email is sent. Note that the primary recipient is configured for you by your Ethixbase360 team.
   Email Templates Subject	Edit the text, or add / remove placeholders as required.
   Email Templates Message	Edit the text, or add / remove placeholders as required.

7. To add placeholders to the template:
   • Scroll down to the Email Placeholders section of the template and click to view the list of available placeholders. 
   • Copy and paste to add placeholders into the subject or body of the email template, using right-click options or keyboard shortcuts (CRTL+C and CTRL+V): 
     
     Note:
     - Yellow indicates placeholders for information relating to a third party or an event.
     - Pink indicates placeholders for system-level information.
8. Remove any placeholders that are not required.
9. Once you have finished your edits, click Update to save your changes.

To test system email templates:

When you have made changes to a system email template, it is strongly recommended that you test it to ensure that it works as intended.

1. Go to Platform Settings > Email templates. A list of available system email templates is displayed.
2. Locate the template you wish to test.
3. In the Action column for the template, click and select Preview.
4. In the Preview dialog, enter an email address. This is where the test email will be sent.
5. Select the language that the email should be written in.
6. Click Send. An email based on this template is sent to the email address that you specified.
   
   

To activate or deactivate system email templates

By default, system email templates are active. If you want to deactivate a template, make sure that you first understand what platform notifications rely on it. When you deactivate a template, any dependent notifications will not be sent. 

1. Go to Platform Settings > Email templates. A list of available system email templates is displayed.
2. Locate the template you wish to activate or deactivate.
3. In the Actions column, click and select Activate or Deactivate. For example:
   
4. At the prompt, click Save to confirm your changes.

See also....

• System Email Notifications
• System Email Templates