Email Templates

When you set up a workflow, various actions are triggered based on the satisfied conditions and email alerts is one among them. You can set up email alerts only after you create email templates based on your workflow. In this page, you’ll learn how you can create, edit and delete email templates.

Creating an Email Template

The email templates that you create here can be used to create email alerts for your workflow. To create an email template:

  • Navigate to Admin > Settings > Email Templates.
  • Click** + New **in the top right corner.
Creating an Email Template
  • Select an email type for which you are creating a template. There are three email types:

  • Report Notification: Choose this email type to notify the users about reports with an email alert. For instance, let’s say that you’ve set a workflow to send an email alert when the report total is greater than 10,000. In this case, you can choose the email type as report notification and create a template to notify users about the report total.

  • Advance Payment Notification: If you want to send email alerts regarding advance payments, choose this email type. For example, if the workflow you’ve set is to trigger an email alert when the balance in the advance amount is greater than 5000, you can create an email template with the email type as advance payment notification.

  • Trip Request Notification: When you want to notify the users regarding trips, choose this email type to create templates. You can choose this email type and create a template if youโ€™re setting up a workflow for the Trips module.

Creating an Email Template
  • Enter a suitable Template Name.
  • Mention the subject for the email template.
  • Enter the content of the email in the writing space given below. You can customize the font size, style, color and spacing. You can also attach images and URLs in your templates.
  • If there is a text that varies for every email such as Name, Address, Approver Name etc, you can insert placeholders by clicking the Insert Placeholders dropdown. You can insert placeholders with information related to Organization, Users, Expense reports, Advances and Trips.
Creating an Email Template

Editing an Email Template

You can edit the email templates by adding new placeholders or by modifying the content as per your business needs. To edit an email template:

  • Go to Admin > Settings > Email Templates.
  • Hover over the email template you would like to edit.
  • Click the edit button and make the required changes.
  • Click Save. Once this is done, when the workflow triggers, the corresponding email alert will be sent.

Note: We have provided a default email template to invite users. You can also edit it and change the content as per your business needs.

Deleting an Email Template

If the email template that you have created is not useful anymore, you can delete it. To delete an email template:

  • Go to Admin > Settings > Email Templates.
  • Hover over the email template that you would like to delete.
  • Click delete and click Confirm to delete an email template.

Note: However, you will not be able to delete an email template that is already associated with an email alert.

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