How to Create Email Templates For Notifications

Prerequisites

• Admin user access to Assure
• The Manage Notifications and Email Templates Supervisor Privilege

Contents

1. Overview of Email Types
2. How to Create an Email Template for an Individual Record
3. How to Create an Email Template for a Summary Email

1. Overview of Email Types

An Admin User in Assure can create Email Notifications (automated emails sent when a trigger condition is met). Each Email Notification requires an Email Template (a predefined structure used to compose the automated email).

System Email Templates are pre-built into Assure for standard workflow tasks such as Actions, Approvals, and Reviews. These are hardcoded and cannot be edited in their entirety, but the subject line can be changed. See Section 4 for how to do this.

This article covers creating Email Templates for notifications related to Modules, Forms, and iQ Templates (Intelligent Questionnaires). These are not related to Actions, Approvals, or Reviews.

Two types of admin-configurable Email Template can be created:

• Email for an Individual Record -- Used for notifications triggered immediately by a single event, for example: "A Hazard has been reported."
• Summary Email -- Used for notifications that include multiple records in a report-style output. These are typically scheduled to run on a defined day during the overnight process and contain all records created within a certain time frame, for example: "Report of all Hazards submitted since the last report."

2. How to Create an Email Template for an Individual Record

Step 1: Navigate to Email Templates

Navigate to Settings > Templates > Email Templates.

Step 2: Click New Record

Click New to open the Email Template configuration page.

Step 3: Define the Subject of the Email

Complete the following fields:

• Key -- An internal reference for the Email Template. General users do not see this value.
• Subject -- The email subject line that appears in the recipient's inbox.

Best practice for the Subject field:

• Use a short description, for example: "New [Module Name] created at [OrgUnit] with reference: [EntityReference]"
• Replace [Module Name] with the relevant module name, such as Incident, Audit, or Risk Assessment
• [OrgUnit] automatically inserts the Org Unit (Organisational Unit) of the record
• [EntityReference] automatically inserts the reference number assigned to the record within Assure
• Including the module name in the Subject field makes the template easier to locate when setting up a Notification later

Step 4: Build the Email Body

The Body section contains the content sent in the email.

To automatically merge field data from the related record, point the template at a particular module using the cog wheel selector labelled "select a module to pick fields from."

Once a module is selected, type into the "Add fields into the Body Text" search box to jump to a specific field, or double-click any field that appears in the list to add it to the body.

Note for Evotix Learn training notifications: If creating a notification for a training course delivered through Evotix Learn (Evotix's mobile health and safety training platform), the URL of the relevant Learn Mission (a single training topic in Evotix Learn) can be included in the body. Select the field for the Learn Mission URL from the training record.

The body text can be formatted using the controls provided. Many users find that organising field labels and their corresponding inserted field placeholders into tables makes the email content easier for recipients to read.

Additional configuration options:

• Show Link to Record -- A link to the record is added to the email.
• Show Header -- The Email Header Image configured in System Settings (typically the company logo) is displayed in the email.
• Include Question Set Data -- If the module has an iQ Template (Intelligent Questionnaire) attached, this option includes the Questions and Answers in the email. Note: it is not possible to configure the template to include only a subsection of the iQ Template data, nor can the formatting of this data be controlled.
• Text Only -- Removes all images and formatting from the email.
• Include All Attachments Associated With This Record -- Adds all attachments on the record to the email.

Step 5: Save and Close

Once all fields have been added to the email body, click Save.

The Email Template is now ready to be used when creating a Notification.

A typical email body may include:

• A brief introductory line, for example: "A new [Module] record has been created."
• Field labels alongside merged field placeholders, for example: [OrgUnit], [EntityReference], [IncidentType]
• A link to the record if Show Link to Record is enabled

3. How to Create an Email Template for a Summary Email

A Summary Email is used when summarising multiple records into a table or list. The Record Summary Email option can be used for any notification but must be selected for scheduled notifications configured to run on specific days of the week, as these will contain multiple records.

Steps

Follow Steps 1 to 5 from Section 2 above, with the following change at Step 4.

Step 4: Build the Email Content (Summary Email)

During this step, tick the Record Summary Email checkbox.

When this option is selected, choose the display format for the records within the email:

• Table view -- Records are displayed in a tabular format, with each record appearing as a row and field labels as column headers.
• List view -- Records are displayed as a list, with each record appearing as a separate block with field labels and values listed vertically.

AI Metadata

• Product Area: Assure -- Templates, System Configuration, Notifications
• User Role: Assure Administrator, System Administrator, Health and Safety Manager, EHS Coordinator
• Tags: Email Templates, Notifications, Record Summary Email, iQ Template, System Templates, Assure Configuration, Email Notifications, Merge Fields, Summary Email, Admin Configuration
• Version/Region: Assure (All Versions, All Regions)
• Important Synonyms: 
  • Email Template (notification template, email notification template)
  • Record Summary Email (summary email template, scheduled email template)
  • iQ Template (Intelligent Questionnaire, Question Set)
  • Org Unit (Organisational Unit)
  • EntityReference (record reference number)
  • System Email Templates (pre-built templates, hardcoded templates)
  • Merge Field (inserted field, field placeholder)
  • Evotix Learn Mission (Learn Mission, training course link)
• Suggested Embedding Keywords: create email template Assure, email template notifications Assure, record summary email template, individual record email template, iQ template email include question set, email body fields Assure, system email template subject line, email template body text merge fields, Assure admin email template, summary email scheduled notification
• Relevant Modules and Cross-Module Implications: This article is relevant to all Assure modules (Incident, Risk Assessment, Audit, Hazard, People and Training, Equipment Register, Supplier/Contractor Register, DSE, etc.), as Email Templates can be created for notifications linked to any module. Cross-module note: Email Templates are managed under Settings > Templates. They must be created before a Notification can be configured in Settings > System Configuration > Notifications. When using the Include Question Set Data option, the Email Template integrates with the iQ Templates module. When creating training notifications, the Email Template can reference the Evotix Learn module via a Mission URL field from the People and Training module.