Email Template Manager | Axero Documentation

With the Email Template Manager you can customize any of the system emails sent from Axero, changing not only their look and feel but also the language used and what details are included. Here you can also change some parameters for individual system emails, for example what time of day the daily digest is sent out.

Email Template Manager supports various automated communications, including confirmation emails, broadcast messages, event notifications, daily digests, weekly digests, and more, all with fully customizable templates to meet your specific needs.

Transitioning to Email Template Manager

Sites that have not switched over yet are still on the older Email Templates editor. Email Template Manager offers enhanced functionality and simplicity. It eliminates the use of mnemonics and includes easy to read placeholders for easier email personalization. The new wrapper template allows for the customization of key elements once, which can then be applied to each template, keeping other templates clean and free of header and footer formatting.

Because of the scope of changes between the older Email Templates editor and Email Template Manager, it is not possible (safe) to automate the transition. Any customizations you made in your current email templates will need to be redone in Email Template Manager. You can manage this at your own pace as the older editor and its templates remain in use until you decide to switch over.

To manage email templates, go to Control Panel > System > Email Templates. Until the new version is switched on, this opens the older Email Templates editor, and a message there invites you to review the new version. Follow that link to open Email Template Manager.

On Email Template Manager, a message bar reads "This new version of Email Templates is not currently active on your site." Click here in that bar to switch it on.

Managing Email Templates

Streamline your email template management by easily filtering, enabling, disabling, and customizing templates. You can standardize emails with wrappers, add CC recipients, customize content with token dropdowns, create and manage different language versions, and track changes with version history for efficient communication.

Finding a template

You can filter the left-hand list of email templates by content type that uses it and with a keyword search of the names.

Turning a template off or on

To turn a system email template off or on in Email Template Manager, use the toggle slider next to the template name. On the older Email Templates editor the same job is done by an Active checkbox; see Disable or Enable Email Template. Once toggled, click the "Save Template" button to apply your changes. This means that the system will no longer send these system emails to people.

Note: The EnableWeeklyDigestEmails and EnableDailyDigestEmails system properties control the activation of their respective templates. The two stay in step in both directions: changing the property sets the template's state, and toggling the template writes the property back.

Wrapper

You can choose which wrapper to use for each email template. To find and edit a wrapper, filter by "Wrapper" Content Type from the left-hand list.

The wrapper can be customized with elements such as the company logo, contact information, and other branding elements. Once configured, it is applied to all email templates, ensuring a consistent look and feel across all communications. This eliminates the need to individually customize the header and footer for each template, making the process more efficient and maintaining uniformity. 

Add a Wrapper

You can easily create and apply new wrappers to your templates. Click the "Add a new wrapper" button to access the editor, where you can create the wrapper with your preferred elements, including recipient details, community name, current date, and more. Once you've configured the wrapper, save it, and it will be available to use across all your email templates.

Adding Carbon Copy (CC) Recipients

You can specify additional recipients for the email, including the recipient's supervisor, specific users by name or username, and specific email addresses.        

For the Case Comment and Case Update templates you can also copy the person whose action triggered the email:

• Commenter sends a copy to the person who posted the comment. This option appears only on the Case comment template.
• Updated by sends a copy to the person who updated the case. This option appears only on the Case update template.

Both options are unchecked by default on new and existing sites. If the person is already a recipient of the notification, their address is not added a second time.

Customizing the Subject and Body

While editing the subject and body, token dropdowns, tailored to that specific template, makes it easy to add the information you want included in each email. Selecting a token will add it to the location of your cursor in the text editor.

Showing different content in the same email

A template can show different wording for different situations instead of the same text every time. Wrap the part that changes in a condition, and give it a fallback for everything the condition does not match. This works in the subject, the HTML body and the plain text body, and in a wrapper.

A condition looks like this. Everything between the opening line and {{else}} is used when the test passes, and everything between {{else}} and {{/if}} is used when it does not:

{{#if (compare Content.Title "==" "Community Supporter")}}
  Congratulations, you are being recognized for your volunteering.
{{else}}
  You have been recognized by {{FromUser.UserInfoDisplayName}}.
{{/if}}

compare takes three things: the value to test, the comparison to make, and the value to test it against. The comparisons available are ==, !=, <, >, <= and >=. If both sides are numbers they are compared as numbers; otherwise they are compared as text, and the text comparison is case sensitive, so Community Supporter and community supporter are not a match. Leave the comparison out and it assumes ==.

You can chain several conditions in one template, one after another, so a single template covers several cases and every case it does not name falls through to the {{else}}. The award email is a common use: one condition per badge name, keyed on Content.Title, with the standard wording as the fallback. The same tokens the dropdowns insert can be used inside a condition, as the example above does with the sender's name.

Other ways to test a value

When you only need to check that a value is present, leave compare out entirely. This shows the line only when the event has a meeting link, and nothing at all when it does not:

{{#if Event.OnlineMeetingStartUrl}}
  Join the meeting: {{Event.OnlineMeetingStartUrl}}
{{/if}}

Three more forms are available. unless is the opposite of if, so it shows its content only when the test does not pass. or passes when any one of the values you give it has a value, and and passes only when all of them do:

{{#unless Content.Summary}}
  No summary was written for this item.
{{/unless}}

{{#if (or Content.Summary Content.Body)}}
  Shown when either one has a value.
{{/if}}

{{#if (and FromUser.FirstName FromUser.LastName)}}
  Shown only when both have a value.
{{/if}}

Before you rely on it

The condition syntax is the same template language Page Builder uses, so the full list of helpers, including ones for dates, maths, lowercasing and stripping HTML, is in Page Builder Template Language Syntax. That page is written for Page Builder, but everything in it works in an email template too.

Two things to watch. A condition that tests a name is only as stable as the name, so renaming a badge, a space or a content item means updating the condition that names it. And a template has one wrapper whatever the conditions do, so if the different versions need different headers or footers, set Community wrapper to None and put the header and footer inside each condition instead.

Language

Create different versions of the template in different languages to ensure that the email is presented in the recipient's preferred language, enhancing readability and engagement.

Version History

You can utilize version history to view and compare all the previous revisions made to the template by other people. This feature helps you track changes, understand modifications, and maintain a clear and comprehensive record of all updates. 

List of Email Templates

Related

Customize the Daily Digest

The daily digest email summarizes the past 24 hours of activity in spaces you are a member of. You can customize the wording and layout of the daily digest email.

Customize the Weekly Digest

Weekly digest emails are summaries of a week's new content in your spaces and the top level community. You can customize the wording and layout of the weekly digest email.

Email Template Name Reference Guide

Check an overview of the new email template names alongside their previous versions.