Links

Creating New Email Templates

Creating a New Email Template

Watch this video to find out about how to create a new Email Template:

Defining Email Template Attributes

There are a number of different attributes which can be defined when creating / editing Email Templates.

Info Tab

The Info tab is used for defining the key information of the template:
  • Name: In addition to a friendly name for subsequent selection
  • ‘Purpose’ dropdown determines what the template can be used for (this is the type of template as defined above). Please note: This is set permanently when you are creating the template and cannot be modified subsequently.
  • Description of the template
  • Subject of the email.
  • Email Body – The contents of the email, along with rich text formatting.

System fields

System fields can be inserted into the Subject and the HTML Body. They take the form of the field name surrounded by square brackets e.g. [customerName]. Only fields recognized by the system will be replaced, to avoid false matches on the email e.g. [this text would remain in the email].
Note: This tab provides the English (default) version of the email content, with definitions for alternate languages definable on the ‘Translation’ tab.

Files Tab

The files tab defines attachments that will be added to an email by default when this template is used.
If files are attached to a template, they should be provided for each language used.
Tags provide a way to automatically attach attachments from files in a Work Item. Any tagged files on the Work Item which share the tag set for this email template are added as an attachment when it is sent.

Translation Tab

The content for each language is provided on this tab. If content for a language is not provided, the system will either use the regional default language or will fall back to English.
If a link is added to the translated email template, you will be prompted to verify the link.
You can verify the link by highlighting the text you want to act as the hyperlink, clicking on the 'Insert Link' icon and then entering the URL to link to.

Localising Email Template Names

Please note that email template names can be set in multiple languages in the Localisation section of Builder, allowing users working in that language to choose the template with a name set in this language.