Email Templates

Email Templates allow you to customise the body of emails sent from the OneBlink platform.

TABLE OF CONTENTS

• Creating an Email Template
  • Email Template Types
  • Parameters
  • HTML Editor
• Using an Email Template in a Workflow Event
• Referencing Repeatable Set Content
• Deleting an Email Template
• Getting Help

Creating an Email Template

Email Templates are created from the Email Templates menu.

Step 1: Open the Email Templates menu and click the plus (+) button.

Step 2: Give your email template a label.

Step 3: Select the type of email template you want to create.

Step 4: Create the body of your email using either the rich text editor or the HTML editor.

If you need a starting point, click USE DEFAULT. This will populate the template with the default email body that is sent by the platform.

Email Template Types

The following Email Template types are available:

App User Welcome: Customise the welcome email that is sent to new App Users.

Email Workflow Event: Customise the email body used for Email workflow events.

Approvals - New Pending Approval: Customise the email that is sent to approvers when a new approval is created or when a clarification request has been answered.

Approval - Clarification Email: Customise the clarification request email that is sent back to the person who submitted the form.

Approvals - Approved: Customise the approval email that is sent to the form submitter once the final step of the approval flow has been approved.

Approvals - Denied: Customise the denial email that is sent to the form submitter if any approval flow step is denied.

For more information about Approval Email Templates, check out the Approval Workflow article.

Parameters

In addition to adding your own content to the email body, you can include content from the submission or approval. These are shown on the right side of the Email Template pop-up and include details such as the form name, submission ID, and submission date/time.

To add a custom parameter, add a tag using the following format:

{{custom:emailAddress}}

Update the emailAddress section of the tag to match the content you want to add. For example, you may use firstName or phoneNumber. The custom parameter will then appear in the workflow event as a property that can be mapped to a form element, or you can enter free text.

HTML Editor

By default, Email Templates use the rich text editor, which provides minor styling options.

You can also use the HTML editor. The HTML editor provides more control over the structure and styling of your Email Templates, but requires you to write HTML.

Using an Email Template in a Workflow Event

Once an Email Template has been created, it can be selected from the relevant form workflow event or approval flow.

Step 1: Open your form and select the Email submission event or Approval flow.

Step 2: Select the Email Template you want to use.

Templates are optional. If you do not select a template, the default email body will be generated.

Step 3: Map any custom parameters.

This step is only required when the Email Template uses custom parameters.

Referencing Repeatable Set Content

Email Templates can reference content from inside a repeatable set.

To do this, add a custom parameter with the first parameter starting with # and the closing parameter starting with /. Inside those two parameters, add the form elements you want to populate by referencing each element’s Element Name.

For example, if you have a repeatable set called People with two elements inside it called Name and Email, you can structure the template so each repeated item is included in the email.

Once the Email Template has been configured, map the custom parameters in the workflow event.

After the Email Template and workflow event have been configured, submit the form to test the email output.

Deleting an Email Template

Email Templates can be deleted from the Email Templates menu by clicking the Delete button.

Templates cannot be deleted while they are in use. To delete a template, first remove it from all submission events or approval flows where it is currently selected.

Getting Help

If you need any assistance with Email Templates, please reach out through the Report Issue menu or email support@oneblink.io.