You can adapt the texts of automatic notification emails to your organisation's branding and communication style. This article explains how to edit email texts.
Requirements
- You need administrator rights to change email texts.
Edit an email text
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Go to Administration > Administration > Notifications.
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Click the notification whose text you want to change.
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Edit the following fields:
Field Description Subject The subject line of the email. Message The body text of the email, edited using a rich-text editor. BCC Optional email address that receives a copy of every notification sent. Active Enable or disable the notification. -
Click Save.
Use parameters
The rich-text editor contains a Parameters button. Use this menu to insert dynamic fields that are automatically replaced with current values when the email is sent. The available parameters differ per notification.
Examples of parameters:
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$name_user$— Name of the participant -
$training_name$— Name of the training -
$training_details$— Training details -
$certificate_name$— Name of the certificate
Note: Always use the parameters from the menu in the edit screen. If you type a parameter manually and it does not match, the text is shown literally in the email.
Multilingual email texts
If the portal supports multiple languages, you see a tab for each language at the top of the edit screen. You can set a separate email text for each language. The Default tab contains the default text used when no translation is available for the recipient's language.
View a preview
Click the Preview button (eye icon) to open an email preview in a new window. The system fills in sample data for the parameters so you can check how the notification looks.
Load the default text
Click Fill in default text to load the default text from the main portal. This is useful if you want to start over or restore a customised text.
Note: Loading the default text overwrites your current text. Save your changes first if you want to keep them.
Change history
Click History to view an overview of previous changes to the email text. This shows who made each change.
Frequently asked questions
Can I set the email text in multiple languages?
Yes, if the portal supports multiple languages, you can set a separate email text for each language using the language tabs in the edit screen.
What if I type a parameter incorrectly?
If a parameter is not recognised, it is shown literally in the email. Always use the Parameters menu in the editor to insert parameters.
Can I use HTML in email texts?
Yes, the email text is edited in a rich-text editor (TinyMCE), which supports HTML formatting by default. You can format text, insert images and add links using the editor.
How do I change the header, footer and signature of emails?
The header, footer and signature are portal-wide settings that apply to all notifications. You can change them using the Email settings button on the notification overview page. See Configure notification settings for more information.
What if my portal is synchronised with a main portal?
If notification settings are synchronised with a main portal, the fields in the edit screen are read-only. Changes must be made in the main portal.