Customize your Collavate email notification

In Collavate, you can customize your email notification template that suits your environment. To change the default email template, follow the steps below:

• Collavate Business Edition:
  1. Go to AdminEmail Templates.
  2. Edit email templates.
  3. Click Save.
• Collavate Single/Team Edition:
  1. On top right, click Profile iconMy account.
  2. Click Notifications.
  3. Edit email templates.
  4. Click Save.

There’s three categories in email templates setting:

• Process email templates
• Process modification
• Post

You can edit email templates for each item in three categories.

Edit Process email templates #

To start edit process, click on the Edit email template next to the item you want to edit. You will see the email template edit window like below:

1. Autofill Value Library is a set of variables related to Process workflow in Collavate. You can refer to this library to add the contents in the email subject or message. When email notification is sent, the items will be replaced with an autofill value for each.
2. You can change the email subject in this section. Fill out the email subject using the library above.

Note: In this guide, you can see the ${senderEmail} and ${title} have already been added to subject and content as an illustration. 

3. You can edit the contents of the email notification.
4. Click Sample Preview to check the email notification template.
5. Click Save.
6. You can reset the current email template with the Reset button.
7. The last modified date will be shown in this section.

Process Autofill Library #

Autofill Parameters	Meaning
$ {title}	Title of document
$ {processURL}	URL to the main file in process
$ {processType}	Type of the process
$ {status}	Current Status of the process(Approved, being reviewed, Rejected)
$ {senderName}	Name of process submitter
$ {senderEmail}	Email address of process submitter
$ {senderComment}	Comments of process submitter
$ {submitDate}	Submitted date of the process
$ {reviewerEmail}	Email address of reviewer
$ {reviewerName}	Name of reviewer
$ {reviewerComment}	All reviewer’s comments in the process.
$ {reviewerDate}	Date when process has been Approved/Rejected
$ {editorName}	Name of editor of the process
$ {editorEmail}	Email of editor of the process
$ {resetDate}	Reset date of the process
$ {resetReason}	Reset Reason of the process

Edit Post email templates #

Like process email notifications, you can also edit email templates for post related items. 

1. Autofill Value Library is a set of variables related to post workflow in Collavate. You can refer to this library to add the contents in the email subject or message. When email notification is sent, the items will be replaced with an autofill value for each.
2. You can change the email subject in this section. Fill out the email subject using the library above. 

Note: In this guide, you can see the ${senderName} has already been added to subject and content as an illustration. This will be automatically replaced with a corresponding sender name of the post.

3. You can edit the contents of the email notification.

Post Autofill Library #

Autofill Parameters	Meaning
$ {senderName}	Name of the actor related to the notification
$ {senderEmail}	Email address of the actor related to the notification
$ {postURL}	Direct link to the post
$ {commentorName}	Name of the commenter in the post
$ {commentorEmail}	Email of the commenter in the post
$ {groupName}	Group name
$ {groupURL}	Direct link to the group

Note:

• There is no limitation at adding parameters to your email template.
• No data will be shown in the notification email when there is no matching data to the parameter. For example, when you are using the ${reviewerComment} library key but there are no comments on the process, the section for the library key will be blanked out in the email notification. 

Some library keys are only available for specific items.