Email templates

TABLE OF CONTENTS

• Types of email template
• Creating email templates
• Email variables
• Sending test emails
• Managing email templates
• Email settings

Types of email template

Email templates are divided into three categories, each with different functions and purposes.

• General: Used for general communications. These emails do not require any link or data sharing.

• Webform: Used to collect information from individuals. These emails contain a link to a secure web page with a form.

• Disclosure: Used to securely disclose or transfer data. These emails contain a link to a secure download web page.

Creating email templates

1. Click the plus icon (+) next to the category of email you want to create.
   
   
2. This will open a blank template. Fill out the following:
   
   

   Template name:  Internal name of the template.
   Email subject: subject line displayed to the recipient.
   Email body: content of the email.

   
   
3. Once all of these have been completed click "Save" to confirm. The new template will appear under the relevant email category.

Email variables

Variables enable the personalisation of emails and the inclusion of unique web links. When sending an email with a variable, it will automatically populate with the relevant information, usually taken from the ticket details (e.g., the data subject’s name). Variables will display in green font in the email template builder.

Webform and disclosure email templates use variables to generate unique URLs to the forms or download pages they are linked to. The following templates require a variable to be present before they can be saved: Web form emails: ${webform}  Disclosure emails: ${resulturl} To insert a variable you can either: Click on the desired variable from the right-hand panel. Type it manually in the text editor. Copy and paste it into the text editor.

Sending test emails

Test email templates can be sent out to preview how the email will display to the recipient and to test any variables. 

To send a test email:

Select an email template. Scroll to the bottom of the email builder. Enter an email address to send to. Enter placeholder values for the variables. Click “Send”. The email should arrive shortly. If not, check your junk folder or try again.

Managing email templates

Delete template Click on the checkbox next to the template you want to remove. Click the bin icon next to the email category to delete the selected template(s). Edit template Click on the name of the template you want to edit. This unlocks the template and enables all fields to be amended.

Email settings

Email templates can be personalised to reflect your organisation's branding. By default, emails are sent with Smartbox branding which may not be appropriate for your needs.

The email settings page is located as a sub-tab of email templates, and the following elements can be configured:

Company name: name that populates the ${companyname} variable.
Email header (colour): header divider colour.
Email background (colour): background colour of emails.
Email logo: logo displayed at the top of emails.

Note: emails may display differently depending on the recipient's mail client. We recommend testing on a few different clients and adjusting templates as necessary to ensure the most consistent display.