Customize Email Templates

Customize Email Templates

Overview of email templates

Communication is key in any organization. It often becomes a challenge to track the myriad of ongoing tasks in a huge team. Orchestly helps your team overcome this challenge and stay informed via notifications and emails. 

Email templates help you bring together all the details that the receiver needs to know. They can be used to design your automated emails. Templates can be configured for  transitions in Blueprint or as an  action in Business Rule.


Create email template

  1. Navigate to   and select  Customization from the left panel.
  2. Click  Add Email Template  button.
  3. Enter the name, subject, and content of the email, then click  Save.
    • Insert Placeholder : Placeholder can be used to add dynamic values of job fields in the emails. For instance, the 'due date' field of a job can be updated at any point while performing the job. To attach the latest due date while sending emails, the placeholder of 'due date' field can be used.
  4. You can also add attachments to the email template. Click the   icon at the bottom tray and choose files. 
    1. Choose files to attach: Files from your computer can be attached. 
    2. Latest attachments from the job: Recent 5 job attachments can be attached.   
    3. Document merge: Attach dynamically customized documents. Learn more. 
    4. File fields: Choose from the file fields available in the job. 
  

Placeholders can be inserted in the subject as well as the content of email.  Default Fields as well as layout specific  Custom Fields are listed as placeholders.

  • Email content can be up to 50,000 characters.
  • The combined size of all the attachments must be less than 3 MB. 
  • If a custom field is deleted from the layout, the corresponding placeholder will be removed from the email template.
  • If an email template associated with a blueprint or business rule is deleted, the related emails will not be triggered. 

Associate email templates to blueprint

  1. Navigate to   and select  Blueprint from the left panel.
  2. Create a new blueprint or edit an existing blueprint.  Learn more about blueprints.
  3. Navigate to a transition and select  After.
  4. Under  Instant Actions,  click the   next to  Send Email.
  5. Configure a new email alert using an available email template , or choose one or more of the existing configurations from the list.
  6. Click  Apply.

An email will be triggered after a job completes this transition. 





Associate email templates with business rules

  1. Navigate to   and select  Automation from the left panel.
  2. Navigate to Business Rules.
  3. Create a new business rule or edit an existing business rule. Learn more about business rules. 
  4. After entering the Rule Details, click Next to navigate to Criteria and Actions.
  5. Once the Criteria is set,
    1. Click next to Instant Actions and select Send Email from the dropdown. 
    2. Set the time in Schedule Actions and click Save. Now, click next to Actions and select Send Email from the dropdown. 
  6. Select an existing Email Alert configured with an Email Template or create a new one and click Apply.
  7. Once the Business Rule is configured, click Save.

An email will be sent every time this business rule is triggered.  

 

Clone email template

  1. Navigate to  Customization  and mouse over the email template you wish to clone.
  2. Click   and select  Clone  from the popup.
  3. A default name will be generated for the template. These fields can be edited.
  4. Once the changes are done, click  Save.



Edit/delete email template

To edit a template, navigate to  Customization  and click on the email template you wish to edit. Modify the template and click  Save.

To delete a template, mouse over the email template name and click  . Select  Delete from the popup and confirm your action.