The administrators of an academy can edit the messages included in the automated email notifications that users receive after an action was executed.
Administrators can preview the notifications, choose the notifications they want to activate/deactivate for the academy, and may edit almost all of them.
Select the Edit button under any academy or scheduled notification.
Note: Each edit is kept as an audit log on the History page. If an email was never edited, the history option will not be shown.
When an administrator edits an email notification, a popup window opens with the message included in the email. This window consists of the tools the admin can use to modify the email subject as well as the body of the email (per language).
- Choose a Language. Each user receives a different version of the same notification based on the language they selected using the language setting. You have the option to select the language you're editing and have the customized text sent out based on each employee's preferences. For example, if you need to change the wording/translation of the notification that is being sent out to the users that have Spanish as their selected UI language, you can edit only the Spanish version of the notification. All of the users who have selected Spanish as a language will receive the edited email, while all of the other users will receive the default one, based on their selected language.
- Enter a Subject for the email notification. Variables can be inserted with Add Variable.
- Use the Toolbar to insert variables, use bold or italic text, make ordered or unordered lists and link and unlink URLs.
- Type your message in the body.
- Use the checkbox to choose whether the email will be sent as plain text.
- (Optional) Select Restore Default to restore the message to the default one.
- Save the message.
- Close the window.
Add Variables
Administrators can use variables to have the value of the variable presented in the email when delivered. To do that, select Add Variable on the toolbar.
The list of available variables for the email notification will be presented. Selecting a variable will place it in the message.
Add Cases
Administrators can add cases as conditions to display or not display a message or variable when the case is met. Select the Add Variable option on the toolbar and scroll down to see the available cases.
Each case has a starting point and an ending point. So when the admin selects a case to add to a message, it creates a line like "#INVALID_EMAILS_CASE_START#" and below it adds a new line like "#INVALID_EMAILS_CASE_END#". The administrator can enter any variables or wording between these 2 lines to be included in the message if the case is met.
Example:
The administrator wants to have all the emails that are invalid when importing new users included in the notification then the following should be inserted:
- Add the Case: Check for invalid emails during import
- In the message go right below the line "#INVALID_EMAILS_CASE_START#"
- Write the text: The following email addresses were invalid and failed to receive an email:
- Add the Variable: @INVALID_EMAILS@ before the line "#INVALID_EMAILS_CASE_END#"
The case is now added.
Add a Footer
Administrators can add a footer at the end of an email notification. Select the Add Variable option from the toolbar and scroll down to the Footer section.
Select Add Footer in Email. Two lines will be added. The first one will be "#FOOTER_START#" and right below the second one "#FOOTER_END#". The admin can enter any variables or wording between these two lines to be included in the message as a footer.
Note: An email that is being sent to different recipients according to the setup will contain different content based on that setup. By selecting Preview in those cases, you can view what email content each recipient will see.