Add a Branding Logo and Change Other Shared Components in Workflow Notifications

A predefined subtemplate has common components for all workflow notifications based on predefined report layouts. You can edit these shared components so that the same changes apply to your notifications.

Here are some of the shared components in the subtemplate:

• Branding logo, if you add one to the subtemplate, which would appear as the first component in the email body. The logo appears in email notifications only.
• Action buttons in email notifications.
• Links at the end of the email notification, one to the corresponding transaction page, and another to the in-app notification.

For example, you can add a branding logo in the designated place in the subtemplate, or change the text on the buttons and links.

Note:

• When you make a copy of a predefined layout template to edit, the copy automatically inherits the same predefined subtemplate.

• Other than this central subtemplate for all notifications, you might also find predefined subtemplates specific to a product family. We talk about the central one here, but you would generally follow the same steps for other subtemplates.

• You must edit a copy of the subtemplate in the Custom folder of the BI catalog. Don't directly update the predefined subtemplate, including renaming it.

• When you work on your copy of the subtemplate, add your own content or edit what's already there, but don't remove anything.

• The exact steps can vary depending on your version of Microsoft Word.

Modify Shared Components in the Subtemplate

Here's how you edit a copy of the predefined subtemplate that has the shared components:

1. Click Navigator > Tools > Reports and Analytics.

2. Click the Browse Catalog icon.

3. In the catalog (the Folders pane), expand Shared Folders > Common Content > Templates.

4. For Workflow Notification Subtemplate, click More and select Customize.

   If you're not using the Customize option, even though it's recommended:

   1. Click Copy in the toolbar with Workflow Notification Subtemplate selected.

   2. In the catalog, expand Shared Folders > Custom > Common Content > Templates. Create a Templates folder in this location if it doesn't exist.

   3. Click Paste in the toolbar.

5. In the catalog, with the Templates folder open under the Custom folder, click More for the subtemplate and select Rename to give it a new name.

6. Click the Edit link for the renamed subtemplate.

7. In the Templates section, click the link in the Locale column.

8. Save the subtemplate .rtf file to your computer.

9. Open the .rtf file with Microsoft Word.

   • To add a logo, insert your own image in the subtemplate.

   • To change button or link text, edit the text accordingly. Make the same edits wherever that button or link text appears in the subtemplate.

     Caution: To make sure that your layout templates reflect these changes without more rework, don't edit any other text in the subtemplate .rtf file.

10. Update Word options so that existing links remain intact in the subtemplate.

    1. Click File > Options > Advanced.

    2. In the Word Options dialog box, click Web Options in the General section.

    3. In the Web Options dialog box, open the Files tab.

    4. Deselect the Update links on save check box.

11. Save your changes in Word.

Upload the Modified Subtemplate

Now you upload your subtemplate to the BI catalog:

1. In the catalog, expand Shared Folders > Custom > Common Content > Templates.

2. Click Edit for your subtemplate.

3. In the Templates section, click the Upload icon.

4. Select your modified .rtf subtemplate and a locale, and click OK to replace the original subtemplate.

Point Layout Templates to Your Subtemplate

Update all the report layout templates that you want to apply your subtemplate to:

1. In Microsoft Word, open the .rtf file for the layout template, as you would to make any other changes to the notification.

2. At the beginning of the document, change the subtemplate reference. For example, change <?import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:xdoxsl:///Custom/Common Content/Templates/My Workflow Notification Subtemplate.xsb?>.

3. Save your work.

4. Test things out to make sure you see your subtemplate changes in the notification output.