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Email Templates

Overview​

Email Templates enable automated communication within the system by defining standardized message formats for specific events and notifications. Each template is associated with a defined Email Template Type that determines when the template is utilized. Templates support multi-language configurations, variable substitution, and HTML formatting to deliver personalized and professional communications to users.

Field Reference​

The following fields are available when configuring an Email Template:

FieldRequiredDescriptionExample
TypeYesDefines the event or purpose triggering this templateAsset Assignment, Asset Return
SubjectYesEmail subject line with support for variable substitutionAsset Assigned: {{AssetName}}
BodyYesHTML-formatted email content with support for variable substitution<p>Hello {{UserName}},</p><p>Asset {{AssetName}} has been assigned to you.</p>
LanguageYesCulture code specifying the template languageen-US, hr-HR, de-DE
IsDefaultNoDesignates this template as the default for its Type and Language combinationtrue/false

Additional Features​

  • Version History - Tracking changes to asset records
  • Comments - Adding notes and discussions to asset records
  • Role Based Access Control (RBAC) via Environment Permission Roles
  • Variable Substitution
  • HTML Formatting Support
  • Multi-Language Support

Template Configuration​

IsDefault Property​

The IsDefault property determines template selection behavior:

  • System Default Templates - When no custom template exists for a specific Type and Language combination, the system utilizes built-in default templates
  • Environment Custom Templates - Custom templates can be designated as default for specific Type and Language combinations
  • Single Default Rule - Only one template can be marked as default per Type and Language combination. To designate a different template as default, first remove the IsDefault flag from the current default template, then apply it to the new template

Variable Substitution​

Variable Substitution is supported on both the Subject and Body fields of email templates.

Variables are enclosed in double curly braces: {{VariableName}}. During email transmission, these placeholders are dynamically replaced with actual values from the system.

Example:

Subject: Asset Assignment - {{AssetName}}
Body: Hello {{UserName}}, asset {{AssetName}} (Serial: {{SerialNumber}}) has been assigned to you.

Body HTML Formatting​

Email templates support comprehensive HTML formatting capabilities:

  • Structure Elements - <p>, <ol>, <ul>, <li>, <table>, <div>
  • Text Formatting - <strong>, <em>, <u>, <h1> through <h6>
  • Links - <a href="...">Link Text</a>
  • Inline CSS - Style attributes for custom formatting
  • Images - <img> tags with external URL sources

Multi-Language Support​

Email templates support multiple languages through culture-specific configurations. The system automatically selects the appropriate template based on recipient culture preferences.

Important: Email delivery respects individual user culture settings, not application interface language. While the system interface may be available in limited languages, email templates can be created in any culture code to accommodate diverse user preferences.

Template Selection Process:

  1. Identify the recipient's culture preference setting
  2. Match the Email Template Type to the triggering event
  3. Select template matching both culture and type
  4. Fall back to default template if no culture-specific match exists

Example Scenario:

When an asset is assigned to a team, each member receives an individual notification. If a user has culture set to "hr-HR" (Croatian) and a Croatian template exists for the Asset Assignment type, the user receives the email in Croatian. Users with "en-US" culture receive the English version.

Managing Email Templates​

Viewing Email Templates​

Email template administration is performed through the Email Templates management interface. Templates are organized by Type and Language for efficient navigation and maintenance.

Creating Email Templates​

To create a new email template:

  1. Navigate to the Email Templates management page
  2. Select the Create Email Template option
  3. Select the Email Template Type from available options
  4. Specify the Language (culture code)
  5. Enter the Subject line with optional variable placeholders
  6. Compose the Body content using HTML formatting
  7. Optionally set the IsDefault flag if this should be the default template
  8. Submit the form to create the template

Updating Email Templates​

To modify an existing email template:

  1. Locate the template in the management interface
  2. Select the template entry to open its detail page
  3. Modify the Subject, Body, or IsDefault fields as required
  4. Submit the form to save changes

Note: Type and Language fields are typically immutable after creation to maintain template organization integrity.

Deleting Email Templates​

To remove an email template:

  1. Navigate to the template's detail page
  2. Select the Delete option
  3. Confirm the deletion when prompted

Warning: Ensure a default template exists for the Type and Language combination before deleting templates. Removing all custom templates will cause the system to revert to built-in defaults.

Use Case Example​

Scenario: A multinational organization with users in multiple countries requires localized email notifications for asset management events.

Solution: Create language-specific email templates for each supported culture:

English (en-US) - Asset Assignment Template:

Subject: Asset Assignment Notification - {{AssetName}}
Body:
<p>Hello {{UserName}},</p>
<p>Asset <strong>{{AssetName}}</strong> (Serial: {{SerialNumber}}) has been assigned to you.</p>
<p>Location: {{LocationName}}</p>
<p>Please acknowledge receipt within 24 hours.</p>

Croatian (hr-HR) - Asset Assignment Template:

Subject: Obavijest o dodjeli imovine - {{AssetName}}
Body:
<p>Pozdrav {{UserName}},</p>
<p>Imovina <strong>{{AssetName}}</strong> (Serijski broj: {{SerialNumber}}) dodijeljena vam je.</p>
<p>Lokacija: {{LocationName}}</p>
<p>Molimo potvrdite primitak u roku od 24 sata.</p>

German (de-DE) - Asset Assignment Template:

Subject: Asset-Zuweisungsbenachrichtigung - {{AssetName}}
Body:
<p>Hallo {{UserName}},</p>
<p>Das Asset <strong>{{AssetName}}</strong> (Seriennummer: {{SerialNumber}}) wurde Ihnen zugewiesen.</p>
<p>Standort: {{LocationName}}</p>
<p>Bitte bestätigen Sie den Empfang innerhalb von 24 Stunden.</p>

Benefits:

  • Localized communications respecting user culture preferences
  • Consistent messaging across the organization
  • Professional presentation through HTML formatting
  • Dynamic content through variable substitution
  • Centralized template management and version control
  • Flexible template customization by event type
  • Automatic template selection based on user preferences