Manage Email Templates
Elements allows partners to send out the following email notifications:
- After a user is invited to the system, Elements will send an email to the user.
- If notification emails are enabled in workflows, Elements can send emails to notify the configured recipients when the workflows are triggered.
- If you choose to send billing reports to a customer, Elements will send emails based on the schedule in the billing profile.
- If you choose to export the custom report based on a schedule, Elements will send emails to the configured recipients in the report settings.
- If you choose to send service reports to customers, Elements will send emails to customers after you generate the service report.
- For workspace management, Elements can send emails to customer’s end users.
- **Workspace provisioning request assignment email** – Send emails to notify the task assignee when there is a workspace provisioning request.
- **Workspace provisioning request rejection email** – Send emails to notify the requester when the workspace provisioning request is rejected.
- **Workspace provisioning request approval email** – Send emails to notify the requester when the workspace provisioning request is approved.
- **Renewal task assignment email** – Send emails to notify the task assignee when there is a renewal task.
- **Renewal task overdue email** – Send emails to notify the task assignee when the renewal task is overdue.
- **Renewal task cancellation email** – Send emails to notify the task assignee when the renewal task is canceled.
To manage the Email template, go to the Settings page, and click Email template in the Notification area. The Email template page appears. By default, all the email templates are displayed.
You can perform the following actions:
- **Create** – Click **Create** to go to the **Create** **email** **template** page. For details, refer to [Create Email Templates](#missing-link).
- **View** – Click the email template name to go to the **View** **email** **template** page and view the information and preview the template.
- **Edit** – Select an email template, and click **Edit** to go to the **Edit** **email** **template** page to edit the email template. For details, refer to [Create Email Templates](#missing-link).
> ***Note**: The built-in email templates cannot be edited.
- **Set as** **default** – Select an email template, and click **Set as** **default** to choose the template for sending invitation emails.
- **Delete** – Select one or more email templates, and click **Delete** to delete the selected email templates. A pop-up window appears asking for your confirmation. Click **OK** to confirm your deletion.
> ***Note**: The built-in email templates cannot be deleted.
- **Set logo** – For an email template to customers’ end users, you can set the logo for emails. Select an email template, and click **Set** **logo** to choose the logo.
- Select **Same as branding logo** if you want to use the branding logo for emails. You can find the branding logo in **Settings** > **Notification** > **Branding logo**.
- Select **Customer’s logo** if you want to use the customer’s logo for emails.
> ***Note**: Make sure a customer logo has been uploaded when onboarding the customer. If this customer does not have a logo configured, emails sent to end users will only display the customer's organization name.
Create Email Templates
On the Create email template page, configure the following fields:
If you would like to show a custom logo in notification emails, click the Branding logo link on the top to configure it.
- **Email** **template** **name** – Enter a name for the new email template.
If you want to use this template to send emails, select the **Set as** **default** checkbox.
- **Email** **template** **type** – Select the template type for the email template. You can create the following template types for the email template:
- **User** **invitation** **email** – The email template that is used to invite users to Elements.
- **Workflow notification email** – The email template that is used to send notifications for workflows.
- **Customer** **billing** **email** – The email template that is used to send billing reports to customers.
- **Exported** **custom** **report** **email** – The email template that is used to send exported custom reports.
- **Customer** **service** **report** **email** – The email template that is used to send service reports to customers.
- **Workspace provisioning** **instructions** – The email template that is used to instruct end-users on how to request a workspace using a provisioning template.
- **Description** – Enter an optional description.
- **Email** **subject** – Enter the subject of the emails for this email template. You can insert a reference in the subject by clicking **Insert** **reference**. A reference is a parameter that will call up the corresponding information for each user, partner, report, etc. For descriptions of the email template references, refer to the **Supported** **references in** **email** **templates** section below.
- **Email** **body** – Define the body of the email template. You can insert a reference in the subject by clicking **Insert** **reference**. A reference is a parameter that will call up the corresponding information for each user, partner, report, etc. For descriptions for the email template references, refer to **Supported** **references in** **email** **templates** section below.
Click Save to save the configurations.
Supported References in Email Templates
| Supported Reference | Reference Description |
|---|
| Billing Period | The billing period of the billing report sent to the customer. |
| Customer Organization Name | The organization name of the customer. |
| Partner Organization Name | The organization name of the partner. |
| Registered Account | The name of the customer organization’s registered account. |
| Report Name | The name of the report to be sent. |
| User Email | The email address of the user in Elements. |
