EMAIL TEMPLATE

The Email Template Creation Form is designed to streamline the process of creating and managing email templates. This form allows users to define the structure and content of emails that will be sent through the system, including various dynamic variables to personalize each email.

Precondition

The user must be logged in with valid credentials. A Process, Dataset, and MetaData must be linked to Stages with the email required fields enabled at each stage.

Permissions Required

  • Can See Alchemy Left Menu
  • Can See Email Template Left Menu
  • Can Create Email Template
  • Can Edit Email Template
  • Can Delete Email Template

Steps to Create Email Template

Step 1: Access Email Template Section

  • Click on Alchemy in the left menu.
  • Then click on Email Template.

Step 2: Click on the "Create" Button

Located at the top-right corner of the Email Template page.

STEPS FOR EMAIL TEMPLATE

Email Template Form

EMAIL TEMPLATE FORM

Step 3: Process Selection

  • Process: Select the primary process for which the email template is being created.
  • Sub Process: Choose the relevant sub-process associated with the primary process.
  • Sub Sub Process: Select the sub sub-process related to the selected sub-process.
  • Stages: Select the stage of the process where the email template should be triggered.

Step 4: Template Details

  • API Key Name: Select the API key from the dropdown menu.
  • Template Name: Provide a unique name for the email template.
  • From: Specify the sender's email address.
  • To Email Source: Select the email source from the dropdown menu.
  • From Stages Fields
  • From System Names
  • Manual
  • To Email: Choose the recipient(s) from a predefined list of fields.
  • CC: Enter comma-separated email addresses (e.g., abc@gmail.com,xyz@gmail.com).
  • BCC: Enter comma-separated email addresses (e.g., abc@gmail.com,xyz@gmail.com).
  • Remarks: Additional notes or internal comments.
  • Disposition: Select a disposition if applicable.
  • Email For: Specify the condition under which the email is sent.
  • Subject: The subject line for the email.
  • Level: Indicate the hierarchy or priority level (from 1 to 20).
  • Escalated Question: Optional. If escalation is enabled, select a predefined question.
  • Escalated Answer Option: Select the applicable answer for the escalation.
  • Mail To Roles: Choose roles to send the email to:
  • Initiator
  • Submitted By
  • Next Level Role
  • Previous Level Role
  • Body: Compose the body of the email using dynamic variables inside double curly brackets.

Step 5: Subject Variables

Define variables that will dynamically populate in the subject line of the email.

  • Subject Variable Name: The placeholder used in the subject.
  • Stage Field Name: The field from which the dynamic value is pulled.
  • Default Value: The fallback value if the dynamic field is empty.
  • Add/Delete Row: Use the plus icon to add or the delete icon to remove a row.

Step 6: Template Variables

Define variables to be used in the body content of the email.

  • Template Variable Name: The variable name that matches the stage field.
  • Stage Field Name: The field from which the dynamic value is sourced.
  • Default Value: The fallback value if no dynamic value is present.
  • Add/Delete Row: Use the plus icon to add or the delete icon to remove a row.

Step 7: Final Actions

  • Create: Click to save and create the email template.
  • Cancel: Discard changes and exit the form.

View or Search Created Templates

  • View: Created templates will be listed with associated Process, Sub Process, Sub Sub Process, and Stage.
  • Search: Use the search bar to find templates by name or stage.

SEARCH OR CREATE EMAIL TEMPLATE

Template Actions

EMAIL TEMPLATE ACTIONS

Delete

Click the Delete Icon next to a template to remove it.

Edit

Click the Edit Icon to modify a template. Make necessary changes and save to update.

Example

Send Email Template

On the audit page, users can see couple of icons, which will only be displayed if they are enabled in the Stages action section.

Step 1: Click on the “Email icon”.

Step 2: A pop up will be shown user has to select template name from the dropdown menu. which was created by following the steps above

EMAIL TEMPLATE ACTIONS

Step 3: Click on Send to send the template.

Step 4: Scroll down in the audit to find Email. this will be visible only when this is enabled in stages action toggle buttons.

Step 5: Click on the Template which was sent user can check the information.

EMAIL TEMPLATE ACTIONS