Configure Email Templates

Create customized email templates and use them to send notification emails for human task activities. Upload email templates from your local drive, edit or copy existing email templates, or download email templates for your use.

Create an Email Template

You can create email templates by uploading a file with an HTM or HTML extension, or manually entering the HTML markup directly into the code editor provided in the Create an Email Template pane.

To create a new email template:

1. Open a process in the process editor.

2. Select a human task activity, and click Notifications on the right side of the process editor.

3. In the Notification pane, go to Manage Email Templates, and click .

   The Create an Email Template pane opens.

   
   Description of the illustration create-email-template.png

4. Enter the HTML markup for your email template in the space provided for it.

   To include data, you’ll use mustache templates. Mustache templates are logic-less and work by expanding tags in a template using values provided in an object—the task object in this case. These templates provide an easy way to include data references in an HTML file. The following example shows how to reference the first name and last name using the mustache template:

   Template:

   <p>Hello {{first_name}} {{last_name}}</p>

   Object:

   {
             "first_name": "Joe",
             "last_name": "Smith"
           }
   

    Output:

   <p>Hello Joe Smith</p>

   See Mustache and Mustache 5.

   The following table provides a description of the task related attributes of the task object. Note that the variable names are case-sensitive.

   Variable	Description
   acquiredBy	Name of the user who has acquired the task
   acquiredById	ID of the user who has acquired the task
   assignedDate	Date when the task was assigned
   createdDate	Date of creation of the task
   creator	Creator of the task
   creatorId	ID of the creator of the task
   dueDate	Due date for completing the task
   endDate	Date when the task must end
   fromUser	Creator or user who reassigned the task
   fromUserId	ID of the user from whom the task was acquired
   longSummary	Detailed description of the task
   outcome	Task outcome
   ownerGroup	Group to which the task owner belongs
   ownerRole	Role of the task owner
   ownerUser	User who owns the task
   ownerGroupId	ID of the group to which the task owner belongs
   ownerRoleId	ID of the role of the task owner
   ownerUserId	ID of the user who owns the task
   priority	Task priority
   payload	Map of task payload
   priorityNum	Priority number of the task
   shortSummary	Short summary of the task
   startDate	Start date of the task
   state	Current status of the task
   taskId	Task ID
   taskNumber	Task number
   taskDefinitionId	Definition ID of the task
   title	Title of the task
   updatedBy	Name of the user who has updated the task
   updatedById	ID of the user who has updated the task
   updatedDate	Date when the task was updated
   externalUIURL	URL of the external UI used by the task

   The following table provides a description of the process related attributes of the task object:

   Variable	Description
   instanceId	ID of the process instance in which the task is present
   processId	ID of the process in which the task is present
   processName	Name of the process in which the task is present
   processVersion	Version of the process in which the task is present

   The following table provides a description of the application related attributes of the task object:

   Variable	Description
   assignee	Full name of the task assignee
   currentYear	Current year
   logo	Oracle logo
   url	URL for accessing the task details in runtime

   The following table provides a description of the comments related attributes of the task object:

   Variable	Description
   comments	List of comments
   commentStr	Actual comment
   updatedBy	Name of the user who updated the comment
   updatedDate	Date the comment was updated

   The following table provides a description of the action related attributes of the task object:

   Variable	Description
   actionDisplayName	Display name of the action. For example, Approve, Reject.
   actionName	Name of the action defined in task action. For example, APPROVE, REJECT. Note that the action name is case sensitive and must match the task outcome.
   actions	List of actions.
   url	URL for performing the action.

   Examples:

   The following table provides examples of how to define tags using mustache templates:

   To define a…	Example
   Variable	{{title}}, {{assignee}}
   Section/List	{{#comments}}           {{commentStr}}         {{updatedBy}} at {{updatedDate}} {{/comments}}
   Null check	{{#dueDate}} Due Date: {{dueDate}} {{/dueDate}}
   HTML string	{{{actions}}}
   Payload	Use the camelCase naming convention for all business objects and form keys used in the payload to get the desired email template. Payload Example for a Form with Business Object {{#payload}} {{#financialApprovalForm}} <td valign="top">{{contractCategory}}</td> <td valign="top">{{creditLimit}}</td> {{#contractDataObject}} <td valign="top">{{customerName}}</td> <td valign="top">{{contractStartDate}}</td> <td valign="top">{{creditLimit}}</td> {/contractDataObject}} {{/financialApprovalForm}} {{/payload}} You can view the structure of payload in the Data pane on the web form page. Description of the illustration webform.png Payload Example for a Form with Text and Boolean Data {{#payload}} {{#travelRequestForm}} {{#form}} <td valign="top">{{name}}</td> <td valign="top">{{customerName}}</td> <td valign="top">{{totalAmount}}</td> <td valign="top">{{country}}</td> <td valign="top">{{city}}</td> <td valign="top">{{purposeOfVisit}}</td> {{/form}} {{/travelRequestForm}} {{/payload}} To get the structure of the payload, see the incoming webform dataObject in the Data Association page of the human task activity. Description of the illustration basic2.png Payload Example for Form with Array Data and Business Object {{#payload}} {{#basicForm}} {{#form}} <td valign="top">{{firstName}}</td> <td valign="top">{{lastName}}</td> {{#expensesItem}} <td valign="top">{{description}}</td> <td valign="top">{{amount}}</td> {/expensesItem}} {{/form}} {{#invoice}} <td valign="top">{{id}}</td> {{/invoice}} {{/basicForm}} {{/payload}} Description of the illustration basic1.png
   Actions	You can define actions using a string, a list, or a map. Actions as a string: In this case, actions are defined as per the default email. You can’t modify the look and feel of the links. For example: {{{actions}}} Actions as a list: Use it if you want to iterate over each action to modify the look and feel of links. The same setting is applied on all the links. For example: {{#actionsList}} <a href="{{url}}"> {{actionDisplayName}}</a> {{/actionsList}} Actions as a map: Use it if you want to customize each action link. For example:  {{#actionsMap}}       {{#APPROVE}}       <a href="{{url}}" style="background-color: green;”> {{actionDisplayName}}</a>       {{/APPROVE}}             {{#REJECT}}       <a href="{{url}}" style="background-color: red;”>{{actionDisplayName}}</a>       {{/REJECT}} {{/actionsMap}}

   Note:

   In Mustache, by default all variables escape in HTML. If you want to render unescaped HTML in an email's subject (that is, with special characters) you need to use triple mustache, for example {{{title}}}, or use &, for example {{&title}}.

5. Click Preview to view your template before finalizing it.

   
   Description of the illustration preview.png

   Note:

   In preview mode, the payload and action map sections don’t show the data.

The actual email looks something like this:

Description of the illustration email_final.png