Create a custom e-mail notification template

Owned by Oksana Vishchuk
Last updated: Jun 28, 2024
5 min read

Add and localize a new e-mail template

Only four types of notification templates can be added:

  • To a client: When deliverables from one task are sent to the Client

  • To a user:

    • When nobody has approved an availability request

  • To a vendor:

    • When job is started

    • When job is started with previous job partially finished.

Only those notification templates can be set as default or non-default. All other notification templates are always the default ones.

The listed templates can be assigned to clients, users, and vendors in the following areas:

  • User, client, and vendor-related - in Configuration menu > Projects and Quotes > Workflow Definitions (Classic) > Notifications tab.

  • Client-related - in Client’s profile > Main Data tab > Templates subtab.

  • Vendor-related - in Vendor’s profile > Main Data tab > Templates subtab.

To create a new template that will be used in your e-mails, perform the following steps:

  1. Go to the Configuration menu → Templates → Notifications → Templates tab.

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  2. Click the Add button on top of the Templates table. You will be directed to the Add E-mail/Text Message Template page.

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  3. Select the desired template’s Type.
    The When external process action is completed template is deprecated.

  4. Select the template’s Theme. To learn more about notification template themes, see the Add a custom theme for e-mails section below.

  5. Decide whether this template should be Active and thus selectable.

  6. Decide whether this template should be a Default one.
    The default templates cannot be deleted.

  7. Provide the template’s Name.

  8. Edit the standard template in the E-mail section using the available formatting options.

    • To add XTRF tags, click the icons.

    • Images can be added to the templates through links only. For details, see the How to insert an image into an e-mail notification template guide.

    • To add a footer, use the ${FOOTER} tag. The footer can be configured in the Create a custom footer for e-mails section below.

    • (Optional) Click the Source button to edit the HTML code directly.

      Please keep in mind that pasting the copied text in the default editor will also paste the text styling, which may cause problems for some values (e.g., when checking if the text is equal to other text or when entering Custom Fields "Key" names).

  9. Click the Save button.

  10. (Optional) In the E-mail Preview section on the right, you can check how the notifications will be displayed when the new template is applied. To do so, locate and select any job or task number in the search-as-you-type Job / Task field.

  11. (Optional) Add localized notification templates:

    1. From the Add Localization drop-down list, select the desired language and click the icon.

    2. Provide the necessary changes to the template.

    3. Click the Save button.

To restore the content of the notification template, click the Restore E-mail and text message button at the bottom of the page. To restore the content of several templates, use the Multiple change option in the Configuration menu → Templates → Notifications → Templates tab.

XTRF has several templates already localized for several languages. To check and activate those notifications, open a template and uncheck the Show active only box on the language pane on the left. Then select the desired language and check the Active Language Version box. To activate several languages at once, use the Multiple change option in the Configuration menu → Templates → Notifications → Templates tab. To delete a language version, click the Delete Language Version at the bottom of the template page.

Add a custom e-mail theme

  1. Go to the Configuration menu → Templates → Notifications → Themes tab.

  2. Click the Add button on top of the Themes table. You will be directed to the Add E-mail Theme page.

  3. Decide whether this theme should be a Default one.

  4. Provide a Name for the new theme.

  5. In the E-mail Content section, add the necessary elements using the available formatting options.

  6. In the Theme style section, define the styles of the elements using the CSS language.

  7. Click the Save button.

  8. (Optional) To delete a theme, restore its original content, or restore the theme style, click the corresponding buttons at the bottom of the page.

Add a custom e-mail footer

  1. Go to the Configuration menu → Templates → Notifications → Footer tab.

  2. Click the Edit button. You will be directed to the Expression - Common E-mail Footer page.

  3. Select the desired language version on the left and provide the content of the footer on the right.

  4. Click the Save button at the bottom of the page.

  5. (Optional) To restore the original footer content, click the Restore button at the bottom of the page.