Notification email templates

Each kind of notification email has a template: its subject, its recipients, its sender name, and its layout. Change a template to reword a subject, copy someone on every email of a kind, or turn a kind of email off. Super Administrators change templates, and so can users whose group allows them to manage configuration.

Templates are part of the Notification Manager. Without it, emails use a fixed layout. See Notifications without the Notification Manager.

Jump to:

• Open the templates
• The templates
• Edit a template
• The template body
• Variables in subjects
• Good practice
• Example: copy a quality manager on completed tasks

Open the templates

Settings›Notifications and alerts›Email templates

Each kind of notification has its own template.

The toolbar has Add email template, Edit, and Delete. The list shows, for each template: Name, Code, Description, Subject, To, CC, BCC, From name, Enabled, Execution order, and Actions.

The templates

Template	When it is sent	Code	Subject
Due date reminder	A reminder before a task's due date.	due_date reminder	The reminder's own subject
Start date reminder	A reminder before a task's start date.	start_date reminder	The reminder's own subject
Event start reminder	A reminder before an event starts.	start reminder	The reminder's own subject
New task template	A task is assigned to someone.	task_notification_new	New task {{object.name}} has been assigned to you
Task notification template	A task changes.	task_notification	Activity on {{object.object_type_name}}: {{object.name}}
Task completed	A task is completed.	task_close	{{object.updated_by}} completed the task {{object.name}}
Task reopened	A completed task is reopened.	task_open	{{object.updated_by}} reopened the task {{object.name}}
New comment template	Someone comments on a record.	comment_notification_new	{{object.updated_by}} commented on {{object.name}}
General notification	Any other record changes, such as a milestone or a file.	general_notification	Activity on {{object.object_type_name}}: {{object.name}}
User subscribed template	Someone is subscribed to a record.	user_subscribed	You have been subscribed to {{object.name}}
User unsubscribed template	Someone is unsubscribed from a record.	user_unsubscribed	You have been unsubscribed from {{object.name}}
Notification summary	The daily or weekly summary.	notification_summary	None set

Edit a template

1. Select a template, and click Edit.

2. On Details, change what you need:

   Field	What it does
   Code	Links the template to its kind of notification. Leave it as it is.
   Subject	The subject line. It can use variables.
   To, CC, BCC	More recipients for every email of this kind, besides the people the notification is for. Recipients in BCC don't see each other.
   From name	The sender name people see. See also Outgoing mail settings.
   Account	The email account the template sends from.
   Enabled	Clear it to stop sending this kind of email.

3. On Template body, change the layout. See The template body.

4. Click Save.

5. Open Email previews to check the result.

Details holds the subject, the recipients, and the sender.

The editor's title reads "New email template" even when you edit an existing template.

The template body

The body is an HTML layout built from blocks. Each block is a variable that EVX Software fills in when it sends the email:

Variable	What it shows
{{product.logo}}	The logo at the top.
{{object.heading}}	The heading: the project and the record the email is about.
{{log.details}}	What changed, with old values struck through and new values in bold, and who changed it.
{{object.information}}	The information block, with the fields chosen in Notification information fields.
{{product.footer_logo}}	The logo in the footer.

Keep these blocks in this order unless you need a different layout. You can add your own text around them, such as a line for your firm's support contact.

Variables in subjects

Write a variable between double braces, such as {{object.name}}. The variables the templates use:

Variable	What it shows
{{object.name}}	The name or title of the record.
{{object.object_type_name}}	The kind of record, such as task or milestone.
{{object.updated_by}}	The person who made the change.

Reminders take their subject from the reminder itself, reminder.subject.

The Code and tags panel of the editor says which variables a template accepts. On some installations it shows none.

Good practice

• Change one template at a time, and check it in Email previews before the next.
• Keep the record's name in the subject, so people can find the email later.
• Use BCC, not To, to copy a person on every email of a kind, such as a quality manager.
• Turn a template off instead of deleting it. You may want it back.

Example: copy a quality manager on completed tasks

A firm wants its quality manager told whenever a task is completed. The administrator edits Task completed, adds the quality manager's address in BCC, and saves. The previews show the email unchanged, and the quality manager gets a copy of each one.

What you can do next

1. Notification information fields to choose what the information block shows.
2. Notification emails to see each email.
3. Outgoing mail settings for the sender and the mail server.