Creating Custom Email Template

To be able to create (or add) a custom email template:

Go to the Company Workspace tab (Admin mode).
From the left Navigator, click the Configuration node to expand it.
Click the Business Process sub-node to open the Configuration - Business Processes log.
Click to select your Workflow BP and click Open.
From the left Navigator, click the Customize Email sub-node to expand it.
Click the Content sub-node to open the Email Content log window.
Click Create to open the Create Template window.
Select your language and enter a name for the template in the Name field.
Compose your email body text and if applicable double-click on the necessary data elements, from the right-hand pane (Available Data Elements), to include them in your email. You need to enter the title of the DE, manually. Use the elements of rich text editor in the body to create a custom email format. The list of DEs can be broadly categorized as:
- Workspace and Workflow Information (Shell details, Workflow information, and Task assignee details)
- Upper form details
See the "List of DEs and Categories" table below for details.

If the DE value is not present a blank value will be updated in the email content.

Use the Find on Page option to search for a particular DE.

The active languages appear in separate tabs, according to their order in the language log.

Select one of the following options, when finished:

Save: To save your modified email in the log and keep the Email Content log window open to conduct other operations.
Save and Close: To save your modified email in the log and close the Email Content log window.
Use the Cancel option to discard your changes, if any, and return to the Email Content log window.

To be able to modify a custom email template, follow the steps above to access the Email Content log window, then open the email that you want to modify and incorporate your changes. If there are several email templates in the Email Content log window, you can use the Find on Page option to search and find the email template that you need.

Within the Email Content log window, in the upper-right corner, the system displays the value of the maximum size of the outgoing email.

Note: Ensure that you keep the size of your emails <20% of the maximum size of the outgoing email.

The Email Content log window displays the size of the email configured under each language on the right-hand side of the window.

The custom email template will be available at the company-level (or global-level) when the Business Process Setup is made available at a shell-level template, similar to the setup of the custom email subject line. After the Business Process Setup, at the shell-level template, is complete, the email content template will become available in the Notifications tab of the Business Process Setup. When a task is created during the run-time, for a BP, the email generation appears per the custom format that was defined at the customize email content node, provided that the format is selected as default format. Email templates for multiple languages can be created in the same window.

If the size of the configured email template, for any language, exceeds the maximum set limit, or if the size falls between preferred size-range, an error or a warning message will be displayed respectively.

If you modify a template name, and the email is already in use, then the system changes the email name at the selection (BP Setup > Notification tab > any particular task type).

After you save a custom email, the system displays the record with log containing the following fields:

Name: Name or title of the template.
Last Modified By: Name of the user who last modified the template.
Last Modified: Date when the template was last modified.
Active Languages: Listed according to the order of the language log. If custom email content, for any language type, is defined, then the size of the email configured under each language is be displayed in the log.

List of DEs and Categories

Task assignee	Sent From/Task From Sent To Task To (All assigned users in the To step of the task) Task CC (Where all CC users are fetched from the task assigned) Task Status Task Due Date
Workflow setup	Workflow Step Name Workflow Email Content
Shell	Shell Name Shell Number Administrator Hierarchy Path Environment Name

Task assignee

Sent From/Task From

Sent To

Task To (All assigned users in the To step of the task)

Task CC (Where all CC users are fetched from the task assigned)

Task Status

Task Due Date

Workflow setup

Workflow Step Name

Workflow Email Content

Shell

Shell Name

Shell Number

Administrator

Hierarchy Path

Environment Name

Additional Information

The general comments (any comments that have been added as a part of the record modification) are sent out as a part of the system default footer, for the email.

Also, the line items and attachments that have been added to a record will be included through a system-generated footer for the record modification emails. The following DEs are not included:

<SOURCE_ID></SOURCE_ID>
<STEP_ASSIGNEE></STEP_ASSIGNEE>
<ASSIGNEE_COMPANY></ASSIGNEE_COMPANY>
<STEP_STATUS></STEP_STATUS>
<STEP_ACTION></STEP_ACTION>
<STEP_COMPLETION_DATE></STEP_COMPLETION_DATE>
<WORKFLOW_STATUS></WORKFLOW_STATUS>
<WFTEMPLATE_ID></WFTEMPLATE_ID>
<PROCESS_ID></PROCESS_ID>
<TASK_NAME></TASK_NAME>
<ACTION_NAME></ACTION_NAME>
<ASSIGNED_FROM></ASSIGNED_FROM>
<ASSIGNEE_COMPANY_1></ASSIGNEE_COMPANY_1>
<TASK_COMPLETION_DATE></TASK_COMPLETION_DATE>
<ASSIGNEE_ID></ASSIGNEE_ID>
<TASK_NOTE></TASK_NOTE>
<SUBWORKFLOW_NAME></SUBWORKFLOW_NAME>
<SUBWORKFLOW_DUEDATE></SUBWORKFLOW_DUEDATE>
<TASKNODEID></TASKNODEID>
<ACT_STEPTEMP_ID></ACT_STEPTEMP_ID>

When you click Create, the system opens the first language tab, as listed in the language log. You can select any of the languages tabs and paste the content to be translated. You can also save an email format in multiple languages. At run-time, the custom email is drafted for the selected language, and if the custom email content is not present for the language, the system uses the system default format.

The user can select any of the created records and click Delete in order to delete the selected custom email format. If a selection includes a template which is being used, the system will display a confirmation message. The user can delete multiple templates at once. After a template is selected for deletion, the system automatically reverts the selected template to the system default.

The header and footer section of the custom email is auto-generated by the system and appended to the created custom email.

Use the Additional Information field that is available as one of the DEs like a note. The Additional Information field is configured at the email content section of the BP Setup.

You (the admin) can select the customized email format under the Notification tab of a BP Setup. Go to Notification tab, under Custom Notifications sub-section, click on the drop-down option for each email type, and select the desired format. The name of the custom template defined is listed in the drop-down list.

If the user selects "Include both record and line item attachments" or "Include record information as attachment," the attachments will be sent as part of custom email.

The drop-down lists all of the custom email formats defined at the customize mail Content node. The same format can be selected for all of the task types. After it is selected, the user can click OK or Apply to save the changes. The selected format email is triggered, when the user:

Creates BP log, by way of create.
Creates Project Tasks log, by way of create BP.
Goes to the Home Tasks log, by way of create BP, in Project.
Goes to the Document Manager, by way of create BP with attachment.
Goes to the Query Based Tabs, by way of create
Initiates auto create.
Wants to use the email for CSV uploads.
Creates a task, by way of Unifier Mobile App.

The subject line for email is either a system-default text, or a customized one which is defined under the Customize Subject Line node.

You (the admin) must assign the right user at each and every step of the workflow, to indicate the recipient of the notifications.

When the user has selected custom email for a particular task and the system does not generate a custom email (due to errors), the system sends a default email, automatically.

DEs of type Rich text are not available to be added in the email subject line configuration, or to be added to the custom email content.

See Also