This article explains how a Systems Administrator customises System Email Templates (automated emails generated by Evotix Assure in response to system events) to include business-specific instructions, helping recipients understand what is required of them. Customisation is available per email type, per enabled module, and per enabled language. There are three groups of system emails: Generic emails (Reminder Emails, Data Import Emails), AssureGO+ / Portal emails, and Actions, Approval and Review emails. Each group is customised via Settings > Templates > System Email Templates.
Important: System emails have been removed from Email Templates. Any subject changes previously made are retained and are visible in the System Email Templates area.
You can watch this video for an overview about how to customize system email or keep reading for step-by-step instruction.
Prerequisites
To access and customise System Email Templates, the following are required:
- Administrator access to Assure -- standard user accounts typically do not have access to the Settings area.
- Manage Notifications & Email Templates Supervisor Privilege -- this is the high-level configuration permission that grants access to the Templates area, including System Email Templates. Without this privilege, the Settings > Templates > System Email Templates navigation path will not be available.
Supervisor Privileges are usually reserved for Systems Administrators, as most of the functionality available within relates to the configuration of Assure. A standard user does not require a Supervisor Privilege in order to log in and create, edit, or report on data within module areas.
The Manage Notifications & Email Templates Supervisor Privilege enables an Administrator to create, edit, or delete notifications and email templates.
System Emails vs Email Templates
- Email Templates are Administrator-created templates that must be built before a custom Email Notification (an automated email triggered by a user-configured rule or schedule) can be set up. They define the structure and content for notifications tied to specific modules, forms, or iQ Templates. Administrators create these from scratch.
- System Email Templates are pre-built templates that exist automatically within Assure. They power the standard workflow emails the system sends for events such as Actions, Approvals, Reviews, portal submissions, and generic system events (e.g. Data Import Failure, Reminder Emails). These templates cannot be replaced or created by Administrators, but their subject line, custom body content, and View Record button visibility can be customised.
Why Customise System Emails?
The Three Groups of System Emails
1. Generic Emails
"A data import you scheduled has not been successful. Please review the outcome and amend your data. If you require support to understand and correct your data, please contact Joe Bloggs."
2. AssureGO+ / Portal Emails
"An Incident Record has been submitted to the portal. Please ensure you review and process this within 24 hours. This allows H&S to be aware of any accidents in a timely manner."
3. Actions, Approval and Review Emails
Note: Approval emails are often separated into distinct templates. For example, manually assigned, auto-assigned, and workflow-rules-assigned emails are each a separate email template.
"Please investigate this record in line with the Accident and Incident Policy timeframes. Incident Severity: [IncidentSeverity] Incident Type: [IncidentType] If you require support with your investigation please contact your H&S rep."
How to Navigate to System Email Templates
1. In Assure, navigate to Settings > Templates > System Email Templates.
2. The System Email Templates table displays all available system email templates, whether each is module-specific, and whether each has been customised.
How to Customise a Generic Email
1. In the System Email Templates table, locate the email to customise (e.g. Data Import Failure).
2. Click the three-dot menu on the relevant row and select Detail.
3. The language table displays all enabled languages and whether each language version has been customised.
4. Click the menu icon on the language row to customise and select Edit.
5. The edit screen contains the following options:
| Setting | Description |
|---|---|
| Subject | Edit the email subject line |
| Custom Content | Add business-specific text to the email body |
| Show Link to Record in Header | Controls whether the View Record button in the email header is visible |
| Show Button to Record | Controls whether the View Record button at the end of the email is visible |
6. Add custom text in the Custom Content field.
7. Click Save and Close.
How to Customise an AssureGO+ / Portal Email
1. In the System Email Templates table, locate the portal email to customise (e.g. On Submit to Portal).
2. Click the three-dot menu on the relevant row and select Detail.
3. A list of all enabled Assure modules displays. This allows specific instruction to be provided per module.
4. Click the menu icon on the relevant module row and select the option to proceed.
5. The language table displays all enabled languages and their customisation status.
6. Click the menu icon on the language row and select Edit.
7. Configure the available settings (Subject, Custom Content, Show Link to Record in Header, Show Button to Record).
| Setting | Description |
|---|---|
| Subject | Edit the email subject line |
| Custom Content | Add business-specific text to the email body |
| Show Link to Record in Header | Controls whether the View Record button in the email header is visible |
| Show Button to Record | Controls whether the View Record button at the end of the email is visible |
8. Add custom text in the Custom Content field.
9. Click Save and Close.
How to Customise an Actions, Approval or Review Email
1. In the System Email Templates table, locate the email to customise (e.g. Assigned for Submission).
2. Click the three-dot menu on the relevant row and select Detail.
3. A list of all enabled Assure modules displays. Click the menu icon on the relevant module row to proceed.
4. The language table displays all enabled languages and their customisation status.
5. Click the menu icon on the language row and select Edit.
6. Configure the available settings (Subject, Custom Content, Show Link to Record in Header, Show Button to Record).
7. In the Custom Content field, add custom text. Use the + Add to Custom Content button to insert record field placeholders (e.g. [IncidentSeverity], [IncidentType]). This functions in the same way as creating a Notification Email Template.
8. Click Save and Close.
Customisation Options Reference
| Option | Effect |
|---|---|
| Subject | Sets the email subject line |
| Custom Content | Free-text field for business-specific instructions added to the email body |
| Show Link to Record in Header | Toggles the View Record button in the email header |
| Show Button to Record | Toggles the View Record button at the bottom of the email |
| + Add to Custom Content | Inserts a record field placeholder into the Custom Content area (Actions, Approval and Review emails only) |
Language-Specific Customisation
Resetting a Customised Email to Default
1. Navigate to Settings > Templates > System Email Templates.
2. Locate the relevant email template and click the three-dot menu on its row, then select Detail.
3. For module-specific emails, click the menu icon on the relevant module row to open the language table.
4. In the language table, click the action menu on the language row and select Reset to Default. The available actions per language row are: Detail, Edit, and Reset to Default.
5. A confirmation dialog appears with the message: "Are you sure you want to reset this email to its default content? Please note that all customisations for this email will be lost if you choose to proceed."
6. Select Reset to confirm, or Cancel to return without making changes.
Warning: Resetting to default permanently removes all customisations for that language version, including any custom content text, subject line changes, and button visibility settings. This action cannot be undone.
Customisation Status Visibility
- The language table within the specific email template record (shows whether each language version is customised)
- The main System Email Templates table (shows whether the overall template has been customised)
AI Metadata
- Product Area: Settings > Templates > System Email Templates
- User Role: Systems Administrator / Evotix Administrator
- Tags: system email, email customisation, email templates, portal emails, AssureGO+, notifications, multi-language, record fields, placeholders
- Version/Region: All regions; multi-language support available
- Important synonyms: system emails, email customisation, email notification templates, system email templates, template customisation
- Suggested embedding keywords: customise system email Assure, system email templates settings, edit email template language, portal email customisation, AssureGO+ email, record field placeholders email, show link to record header, show button to record, data import failure email, assigned for submission email, reset to default email template
- Relevant modules and cross-module implications: Settings > Templates (primary location); applies across all enabled Assure modules (e.g. Incident Record, Activity Risk Assessment, COSHH Assessment, Course, Health Surveillance, Job Hazard Analysis, and more). AssureGO+ (Portal) emails are cross-module: the same email type (e.g. On Submit to Portal) is configured separately per enabled module. Actions, Approval, and Review emails also span all enabled modules and support record-specific field placeholders.