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Custom email templates

Create custom email templates to send an email to the assigned user of a user task after the task is assigned to them.

Custom email templates can be created centrally or within an application when it is being designed.

Templates can contain process and task variables using the format ${title} where the variable is called title.

The following predefined variables can also be used depending on the assignment of the user task:

Assignment Variable
Single User Task taskCreator, taskName, taskDirectUrl, homeUrl
Group Task groupName, taskName, taskDirectUrl, homeUrl
Candidate User Task taskName, taskDirectUrl, homeUrl
Note: If a process or task variable uses the same name as a predefined variable, the value of the process or task variable takes precedence in the template.

The following is an example of a custom email template using variables:

A ${taskName} has been assigned to ${userName} for approval by ${dateDue}. 
        
If a response is not received within ${sla} it will be automatically approved. 

Custom email templates can be created at the tenant level or per application:

Tenant level custom email template:

Note: Users require the Administration of tenant of this group permission to manage email templates.
  1. Navigate to Identity Management > Tenants > Email templates.
  2. Select Create new email template on the Custom email templates tab.
  3. Write and save a new custom email template with a name, subject and email body.

Existing custom templates can managed, edited and deleted in the same location.

Application level custom email template:

  1. Add a user task to a process and check the Allow email notifications property for it.
  2. Select the Custom template property in the same user task.
  3. Write and save a new custom email template with a name, subject and email body.

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