How to Create Email Templates For Notifications – Evotix

How to Create Email Templates For Notifications

This article covers:

Overview of Email types
How to create Email templates for an individual record
How to create an Email template for a summary email
How to amend the Subject Line of an existing System Template

OVERVIEW OF EMAIL TYPES

An admin user in Assure can create Email Notifications that are sent automatically when triggered. Each Email Notification needs an Email template.

System Email templates are pre-built into the system for Assure Tasks, like actions, approvals, and reviews. These are hardcoded and cannot be edited, but you can change the subject title (see the end of this article on how to)

This article explains how to set up Email Templates for your other notifications that are related to Modules/Forms/iQ templates, i.e., not related to Actions, Approvals & Reviews:

Two types of Email Templates can be create:

Email for an individual Assure record These are usually used for notifications triggered by an event that will be sent immediately, for example: ‘A Hazard has been reporting’

Summary Email that may include multiple records and give a report style output These are usually used for notifications that are scheduled to run on a defined day during the overnight process and will contain all the records created in a certain time frame, for example: ‘Report of all the hazards submitted since the last report’

A – HOW TO CREATE EMAIL TEMPLATES FOR AN INDIVIDUAL RECORD

Step 1: Navigate to Settings > Templates > Email Templates

Step 2: Click New Record:

The ‘email template’ configuration page will display.

Step 3: Define the subject of the Email

“Key” = this is just your internal reference for the email template (general users won’t see this)

“Subject” = this is the email subject that will appear in your inbox

Best practice is to make this a short description e.g., “New XXXX created at [OrgUnit] with reference: [EntityReference]”
Where XXXX = Module Name (i.e., Incident, Audit, Risk Assessment etc.)
[OrgUnit] = will automatically insert the ‘Org Unit’ of the where the record is linked
[EntityReference] = will automatically insert the ‘Reference’ number of the record that has been allocated within Assure
Using the Module name in the Subject field is helpful for locating this template when you are setting up you notification later.

Step 4: Build the email content - Body of the email

The Body section contains the information that will be sent in the email.

To automatically merge information from the related record you need to point the template at a particular module (form), to do see ‘select a module to pick fields from’ using the cog wheel selector as shown in the screenshot below:

Once you’ve done that, you can type into the ‘Add fields into the Body Text’ to jump to the field that you require, alternatively, you are also able to add fields double-clicking on any field that appears in the list.

If you are creating a training notification about a Training course in Evotix Learn you can also link to URL of the Evotix Learn Mission through here. The URL for the relevant Learn Mission is then select from the training record.

The text in the body can be formatted using the controls provided. Many customers find that organising the field labels and corresponding inserted field into tables help the user to read the information more easily:

You can configure your Email further by checking further boxes:

Show Link to Record : A link to the record will be added to the email.
Show Header: The Email Header Image (set up in System Settings) will be shown. This is typically the company logo.
Include Question Set Data: If the module has an iQ Template attached to it, this option will show the Questions and Answers on the email.
- Note, you cannot configure the email template to include only a subsection of the iQ template data, nor can you control the formatting of it
Text only: This will remove any images and formatting.

Include All Attachments Associated With This Record: This will add ALL attachments to the record on the basis they do not exceed the set limit of 5MB (in total).

Step 5: Save and Close

Once you have finished adding fields to the email, click Save & Close.

You are now ready create the Notification (see How to Set Up Notifications)

Here is an example of a simple email Body text:

B: HOW TO CREATE AN EMAIL TEMPLATE FOR A SUMMARY EMAIL

Selecting ‘Record Summary Email’ option when building your email content will allow you to create a summary email.

The ‘Record Summary Email’ option should be used when summarising multiple records into a table or list, it can be used for any notification but must be selected for scheduled emails that are set to run on days of the week and will therefore include multiple records.

Follow Steps 1 to 5 on how to set up a notification for a single record

Step 4. Build the email content

During this step check the ‘Record Summary Email’ box.

When this option is selected, you can decide in which format you wish the information within the email to show, either in table or list view.