How to edit communication email templates

Accessing the Email Templates #

Collavate now allows regular users and admins to customize email templates to show certain process data that they want. In order to customize your email templates:

  • If you are a Collavate Administrator for your Collavate Business domain, you can find this feature by accessing the Admin menu then going to Email Templates
  • If you are a personal Gmail/ Team user, you can customize your email templates by going to your My Account and then clicking on Notifications.

You’ll notice that there are three categories for email templates:

  1. Email templates for Process
  2. Email templates for Process modification
  3. Email templates for Post notifications

For each of these template categories, you can customize each email template for each notification. This guide will teach you how to make a template for each email template category. Customizing the email templates for each category is done the same way with only a couple small differences.

Customizing Email Templates for Process & Process Modification #

To begin, start by clicking the Edit email template for the notification When you have new documents to review. Using the screenshot below, you can learn about each individual aspect of the feature and what that feature does.

  1. The Autofill Value Library contains certain process variables. You can include these process variables anywhere in the email by clicking on the value. When the email is sent, it will replace the process variable with its corresponding statistic. In the screenshot, I have selected the values ${senderEmail} and $(title) in the subject. These values will not show in the actual email notification, instead the subject will include the actual sender email and the name of the file that was processed. You can see which autofill values do what below.
  2. This allows you to change the subject of the email for this notification. You can include process variables if you want them included in the subject text.
  3. The body allows users to choose what desired information they want in the body of the email.
  4. Sample Preview will generate a picture preview of the template you created.
  5. Save allows users to save their customized template.
  6. Allows you to reset the email template to the default email template
  7. Provides the date of when the email template was modified

Customizing Email Templates for Post #

In a similar fashion to the process email templates, to begin, start by clicking Edit email template for the notification someone mentions you in a post or comment. Using the screenshot below, you can learn about each individual aspect of the feature and what that feature does.

  1. The Autofill Value Library contains post variables.  You can include these post variables anywhere in the email by clicking on the value. When the email is sent, it will replace the post variable with its corresponding statistic. In the screenshot, I have selected the value ${senderName}. These values will not show in the actual email notification, instead the subject will include the actual name of the person that mentioned me or commented. You can see what each autofill values for post does at the end of the article.
  2. This allows you to change the subject of the email for this notification. You can include post variables if you want them included in the subject text.
  3. The body allows users to choose what desired information they want in the body of the email.

*Autofill Values #

Autofill Value Library Key for Process & Process Modification

  • ${title} – uses the file name of the process
  • ${processURL} – provides the direct URL to the process
  • ${processType} – gives the type of process that was set by the submitter
  • ${status} – gives the status of the process (review, approved, or rejected)
  • ${senderName} – gives the name of the user that sent you the process
  • ${senderEmail} – gives the email of the user that sent you the process
  • ${senderComment} – provides the comment made by the user
  • ${submitDate} – provides the date of process submission
  • ${reviewerEmail} – gives the email of the reviewer
  • ${reviewerName} –  gives the name of the reviewer
  • ${reviewerComment} – provides any comments made by the reviewer
  • ${reviewerDate} – provides the date the user reviewed the process
  • ${editorName} – provides the name of the user that edited the process
  • ${editorEmail} – provides the email of the user that edited the process
  • ${resetDate} – gives the date of when process was reset

*Autofill Value Library Key for Post #

  • ${senderName} – provides the actual name of the user that mentioned you
  • ${senderEmail} – provides the email of the user that mentioned you
  • ${postURL} – gives the user a direct link to the post.
  • ${commentorName} – provides the name of the person that commented on your post
  • ${commentorEmail} – provides the email of the person that commented on your post
  • ${groupName} – provides the name of the Group
  • ${groupURL} – gives the user a direct link to the Group.

* NOTES for Autofill Value Library: #

  • You can choose to include as many autofill values as you want.
  • If an autofill value is used but there is no data used, it will not be included in the email. For example, if a user uses $(reviewerComment) and the reviewer did not comment, $(reviewerComment) will not be included in the email.
  • Certain Autofill Values are only available for certain notifications.