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Email Template Manager | Communifire Documentation

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Email Template Manager

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With the Email Templates 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 Templates 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.

Table of Contents


Transitioning to Email Templates Manager

Clients upgrading from a version before Axero 9.37.22.20240501 will be transitioning from an older version of the Email Templates editor. Email Templates 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 old Email Templates editor and the new one, it is not possible (safe) to automate the transition. Any customizations you made in your current email templates will need to be redone in the new template editor. You can manage this at your own pace as the old editor and templates will remain in use until you decide to switch over.

To manage email templates, go to Control Panel > System > Email Templates.

Activate the new version of email templates by clicking "Click here to enable it now" in the message bar.

Note: You can revert to the old version by disabling the system property EmailTemplatesV2.

Managing 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.

Disable or Enable Email Template

You can disable or enable the system email template by using the slider next to the name. This means that the system will no longer send these system emails to people.

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. 

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.        

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.

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 System Email Templates

Name Description
Add space attendee Notification to a person who is added to an event as a space member
Added to space Notification to a person when they are added to a space
Award-supervisor Notification to a supervisor when a direct report earns or is granted a badge
Award earned Notification to a person when they have completed a challenge to earn a badge 
Award granted Notification to a person when they are recognized by another member
Calendar share Notification to a person when another user shares access to their private calendar with them
Case comment Notification to recipients on a case when a new comment is added
Case update Notification to people connected to a case when there is an update
Comment Notification to people when a new comment is added to content they are following
Community invitation Notification to a provided email address to invite them to join the community
Community wrapper Default community wrapper, design elements that will appear before and after any email content sent
Confirm email address Notification to email address of person responding to an event invitation without being logged in
Connection accepted Notification to a person when their connection request is accepted
Connection request Notification to a person when they receive a connection request
Contact request Notification sent whenever a new contact request is created via the contact us form.
Content updated Notification to followers of content when it is updated
Daily digest Email sent to people daily updating them to the activity across all subscribed spaces
Event canceled Email sent to notify invitees of an event that it has been canceled
Event details Notification to event organizer instead of sending an invitation email to themselves
Event invitation Notification to people who have been invited to an event
Event maximum attendees Notification to a person trying to RSVP to an event that has reached its maximum participants
Event reminder Notification to people before their event, according to their reminder settings for the event.
Event time change Notification to attendees when an event time is changed
Event update Notification email sent to an event attendee when some details (other than time) are changed
Flagged content Notification to people in Site Administrator and Moderator roles whenever someone marks content as abusive or spam
Inactive users Notification to users who have not been active in the community for a defined number of weeks
Join request Notification to people in the Moderate User permission when someone registers to join the community and needs to be approved
Membership approved Notification to people after their request to join the community has been approved
Mention Notification to a person when they are mentioned in content they have access to view
New broadcast Notification to recipients when a new broadcast is published
New case Notification to people when there is a new case
New chat message Notification to people when they receive a new chat message
New discussion reply Notification to topic subscribers when a new reply is added to the topic
New discussion topic Notification to people subscribed to a forum when a new topic is added
New user encouragement Notification to new people who have not posted anything since joining
New wall post Notification to space members and profile owners when a new wall post is added
RSVP response Notification to event organizers when someone submits an RSVP
RSVP response-external Notification to an external email address when someone RSVPs from inside Axero
Read required Notification to people when they have a new content they are required to read
Read required reminder Notification when a reminder is sent to people who still need to read content
Reset password Notification to a person when they request to reset their password. It contains the link via which users can reset their password.
Share content Notification sent when content is shared with a user
Space invitation Notification to a person when they are invited to join a space
Space membership approved Notification to a person when their request to join a space is approved
Space membership declined Notification to a person when their request to join a space is declined
Space membership pending Notification to people who approve new space members when someone asks to join
Task assigned Notification to a person when a task is assigned to them
Task coming due Notification to assigned people on tasks when they have tasks that are coming due in the next 7 days
User limit reached Notification email sent to Admin when licensed user limit has been reached
Verify email Notification to a person after they register to verify that they control the email address they registered with
Video processing complete Notification to a person when a video they have submitted completes loading
Video processing error Notification to a person when a video they have submitted fails to load properly
Video processing started Notification to a person after they have uploaded a video to let them know it is being processed to complete the loading
Wall comment Notification to people when a wall post they have contributed to receives a new comment
Weekly digest Email sent to people weekly highlighting featured and popular content in the last week
Workflow approval Notification to a person whose content has completed workflow approval and is now published
Workflow declined Notification to a person whose content has been declined through workflow
Workflow pending Notification to people in the list of potential workflow approvers when new content is posted

Customize the Daily Digest Email

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 Email

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.

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