Home > Settings > Configure Email Templates
Export to PDFConfigure Email Templates
On the Email template management page, there are several standard built-in email templates, detailed as below.
| Related Functionality | Template Name | Description | Supported References |
|---|---|---|---|
| Physical Records Management | Loan request submission template to end user | After an end user submits a loan request for an existing physical box or folder, an email notification of this template will be sent to the end user, notifying them that this request has been successfully submitted. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Loan request submission template to records manager | After an end user submits a loan request for an existing physical box or folder, an email notification of this template will be sent to records managers, notifying them that they need to process this request. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Loan request approval template to end user | After a loan request for an existing physical box or folder has been approved by a records manager, an email notification of this template will be sent to the end user to inform the request outcome. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Loan request rejection template to end user | After a loan request for an existing physical box or folder has been rejected by a records manager, an email notification of this template will be sent to the end user to inform the request outcome. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Creation request submission template to end user | After an end user submits a creation request for a physical box, folder, or record, an email notification of this template will be sent to the end user, notifying that this request has been successfully submitted. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Creation request submission template to records manager | After an end user submits a creation request for a physical box, folder, or record, an email notification of this template will be sent to records managers, notifying that they need to process this request. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Creation request approval template to end user | After a creation request for a physical box, folder, or record has been approved by a records manager, an email notification of this template will be sent to the end user to inform the request outcome. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Physical Records Management | Creation request rejection template to end user | After a creation request for a physical box, folder, or record has been rejected by a records manager, an email notification of this template will be sent to the end user to inform the request outcome. | $Request.ID$$Request.Comment$$Request.Requester$$Request.Assignee$$Request.Requester.FirstName$$PhysicalRecords.Name$$PhysicalRecords.UID$ |
| Smart Terms for Review | Smart classification review task template | If there are smart classifications awaiting approval, an email notification of this template will be sent to the reviewers. | $Request.Reviewer$$Request.Comment$$Request.Link$$Request.Reviewer.FirstName$$Current.Date$ |
| Restore Archived Content via the Restore to Storage Location Method | Password to access restored content | An email notification of this template will be sent to the user who restores the archived content via the Restore to storage location method. The user can use the password to access the restored content. | $Request.Reviewer$$Request.JobId$$Request.Location$$Request.Password$$Request.Reviewer.FirstName$ |
| Records for Review | Manual approval template to record reviewer | If there are records awaiting approval, an email notification of this template will be sent to the reviewers. | $Request.Reviewer$$Request.Comment$$Request.Link$$Request.Reviewer.FirstName$$Current.Date$ |
| Job Notification | Job notification | An email notification of this template will be regularly sent to recipients to notify jobs and their statuses. | $Request.Reviewer$$Notification.Summary$ |
*Note: For $Current Date$, you can also set a specific date by entering a number into this parameter, for example, $Current **Date+7$. The current date will be the date when the email notification is sent out.
Instead of using the standard manual approval template for record reviewers, you can click Create to create a customized an email template that will be sent to the record reviewers when records are waiting for their approval. Alternatively, you can click Copy next to an email template to create a new email template by copying from the existing email template.
You can click Edit next to an email template to update the email content based on your requirements. On each email template, you can update the email subject, the recipients who will receive the copy of the email, and the email body. You can use rich text in email templates to enhance email notifications sent from the system. In addition, you can click the Source (
) icon, and then write HTML codes.
AvePoint Opus supports several references that you can insert into your email template. Place the cursor in the email content where you want to insert a reference, and select the reference. The reference will be replaced with the actual data when an email using this template is sent.