Create and Manage Email Templates

Email templates define the layout of the emails, which ensures that email notifications triggered by the same type of business event for a specific object have a consistent look and feel. You create a template for use with a particular type of object.

You then use this template only for that object when configuring email notifications. You can either create email templates or create templates using any email editor, and then upload them for use. You can create email templates, for example, for including your company letterhead in outbound email communications.

Note: You can't create email templates while inside an active sandbox.

Here are two ways in which you can create email templates in Application Composer:

1. When configuring email notification action.

   On the Create Action: Email Notification page, select the Create Email Template icon in the Email Template field.

2. Using the Email Templates link on the Overview page of the Application Composer.

For an example on how you create email templates, see Configure Object Workflows.

Here's what you can or can't do when creating email templates:

• You can perform basic formatting such as font format, character format, paragraph alignment, bullets and numbering, and so on as in any HTML based email client.

  Templates are automatically converted to plain text for users who can't view HTML emails.

• For advanced HTML editing, use the Source Code Editing Mode, which is available as an icon under the Email Body region. Under this mode, the tags are set to visible. You can copy and edit the source code in any HTML editor, and then paste the edited code back. Similarly, you can use the Rich Text Editing Mode, which is available next to the Source Code Editing Mode icon.

• You can attach artifacts relevant to the email template. Attachments are included in every email, which uses the template that has an attachment. You can also send attachments as links to avoid crowding the inbox of the recipients. An attachment can be a file on a local computer or a shared file in a repository.

  Note: File attachments can't exceed 10 MB.

• Specify whether an email template is Active. You can use only Active templates to create email notifications.

• You can insert fields or functions in the email body. You use functions to insert date, current date and time, or a hyperlink to a record. You can also Browse and then insert the content of a local file in the body of the email template.

• You can link directly to object details pages using primary key fields of the primary object records or using foreign keys for related objects. You can select these primary key and foreign key fields in the field drop-down list to substitute them into the direct links as tokens. The following objects are supported: Opportunity, Lead, Account, Contact, Household, Activity, and any objects you create. Refer to the description of direct linking for details on how to construct these links.

• You can specify the tokens or fields, which are populated with the values at run time.

  Note: You can't use fields of type Dynamic Choice List as tokens.

• By default, the From field in workflow email notifications shows an email address without a sender name. You can change the sender's display name in the notification. See the Change Sender in Email Notifications section in this topic.

• Join fields aren't available in email templates.

• You must select Include in Service Payload for custom fields to be available in email templates.

Manage Email Templates

Managing email templates include tasks that enable you to search, view, duplicate, create, edit, or delete a template.

To manage email templates, select the Email Templates link on the Overview page of the Application Composer.

Options available for managing email templates include:

• Viewing the existing email templates and modifying views.

• Filtering or querying existing templates including partial search using wildcard.

• Editing an existing template or creating a duplicate. You can't change the object for which a template is defined.

• Creating a template.

• Detaching the listed templates for a full-page view.

• Viewing which templates are Active.

  Note: You can use only Active templates for configuring email notifications. Saving doesn't automatically make the template Active.

Change Sender in Email Notifications

You can change the sender's display name in the email notification that's triggered from an object workflow. You can change the default previous approver to the submitter or provide another name that can act as an alias. Here's how you can do it:

1. Click the Notifications (bell) icon on your application page.

2. Click Show All to open the Notifications page.

3. On the Notifications page, click Worklist to open the BPM Worklist page.

4. On the BPM Worklist page, click the arrow against your name and select Administration.

5. On the Application Preferences page, scroll down to the Email "From:" Display Name field.

6. By default, this field is set to Previous Approver. You can either change it to Submitter or enter another name of your choice.

7. Click Save.

Based on your selection, all email notifications will now be sent with the submitter's email address or the alias that you specify.