#Configure Email Templates

On the Email template management page, there are several standard pre-defined email templates.

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.

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.

#Pre-defined Email Templates

When referring to records for review, the following email templates are available.

Template Name	Description
Manual approval template to record reviewer	If there are records awaiting approval, an email notification of this template will be sent to the reviewers.

When referring to smart terms for review, the following email templates are available.

Template Name	Description
Smart classification review task template	If there are smart classifications awaiting approval, an email notification of this template will be sent to the reviewers.

When referring to Physical Records management, the following email templates are available.

Template Name	Description
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.
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.
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.
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.
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.
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.
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.
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.

When referring to restoring archived content via the “restore to storage location” method, the following email templates are available.

Template Name	Description
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.

When referring to job notification, the following email templates are available.

Template Name	Description
Job notification	An email notification of this template will be regularly sent to recipients to notify jobs and their statuses.