Email templates
Email templates are the wording of the emails your workflows send. Open Settings, Email templates. You need the Change workflows permission.
Templates are grouped by what they are used for: Reply, Question to the sender and Notification.
Making a template
- Select New template, give it a Name and choose what it is Used for.
- Choose the Language and write the Subject and Message.
- Use Insert a value to add values from the work item.
- Check the Preview.
- Save draft while working on it. Activate when it is ready.
A Reply step can only use an active reply template. Each template shows whether it is active, and which version, and whether it has draft changes.
Values you can insert
Values appear in double braces, by name:
| Value | Fills in |
|---|---|
{{Reference}} | The work item reference |
{{Sender name}} | The sender's name |
{{Company}} | Your company's name |
{{MCS number}} | The number of the record created in MCS |
{{Fleet number}}, {{Supplier name}} | Any field from the field library, by its label |
A template cannot be activated with a value that does not exist.
Promises
A reply must not promise anything the workflow has not checked. A template that quotes a price, a date or any other field marked as a promise can only be used where the workflow gets that value from MCS. Otherwise the workflow cannot be published.
Writing tips
- Keep it short and plain.
- Say what happens next.
- The work item reference is added to the subject of every email automatically, so replies find their way back.