Overview

Sending emails as part of workflows is very useful and widely used feature in ReadiNow. The Email Templates feature provides a central place to define and manage the content and style of emails. I.e. define the content of the email once (with variables) and then use it in multiple 'Send Email Workflow' Activities.

Most emails will have common elements like headers and footers that can be defined and managed separately.

Configuring an email template

To define an email template:

• Select Administration from the Application Menu. 
• Select Email Templates, located under the Email section. 
• Select +NEW to show the Email Template form.
• Complete the following details
  • Name -  the name you want to give this Email template
  • Description - any additional description for the Email template
  • Application - select the application you want
  • Variables - variables can be used to refer to some information that can be used in expressions (see Variables section below for more information)
  • Images - images can be used in email body (see Images section below for more information)
  • Subject - the subject line for the email. This can be static text or combination of text or expression using variables (see Subject section below for more information)
  • Body - the body of the email. This can be static text or combination of text, images, expression using variables (see Body section below for more information)
  • Header - select a header (see Header section below for more information)
  • Footer - select a footer (see Footer section below for more information)

Email templates list

Email template components

Following are the main components of an email template: 

• General details - name, description, application
• Variables
• Images
• Subject
• Body
• Header
• Footer

Email template form

Variables

Emails are sent using workflows. Sometimes the information that is to be included in the email, is only accessible during the workflow run. To access this information, variables can be defined in the email template and the value of these variables can be set in the workflow.

In the Email template form image above, a link to the given incident is to be included in the email body. This link is generated during the workflow run. 

To make this work, a text variable 'IncidentLink' is defined in the email template. And the value of this variable is set in the workflow.

Defining a variable in email template form

Setting the variable value in workflow

Images

Images can be included in the email body. New images can be uploaded or existing images that are already uploaded in ReadiNow can be used.

Images can be referenced in email body with syntax '%%ImageName%%' (not including the file extension). 

For example if the name of image is 'Water contamination' , the syntax to use the image in body would be '%%Water contamination%%'

Only the images selected for the email template can be referenced in email body. 

Adding an image to the template

Subject

Subject can include a combination of text, variables, functions.

Subject field

Email body

Email body can include a combination of text, variables, functions, images.

Email body field

Both subject and email body fields can be edited in expression editor by clicking on popup icon available on top right corner of the field.

Expression builder

Header

A header is an optional element that can be used in an email template. In a typical case, a header may contain a company logo and some static information and links etc. that is to be displayed at the top of the email.

A header can be used in multiple email templates that require the same information.

To define a header:

• Select Administration from the Application Menu. 
• Select Headers, located under the Email section. 
• Select +NEW to show the Header form.
• Complete the following details
  • Name - the name you want to give this Header
  • Description - any additional description for this Header
  • Application - select an application 
  • Images - upload new images or select existing images (see Images section above for more details)
  • Header contents - header for the email. It can be static text or combination of formatted text, images, web links.

Headers list

Header form

Footer

A footer is an optional element that can be used in an email template. In a typical case, a footer may contain images, some static information and links etc. that is to be displayed at the bottom of the email.

A footer can be used in multiple email templates that require the same information.

To define a footer:

• Select Administration from the Application Menu. 
• Select Footers, located under the Email section. 
• Select +NEW to show the Footer form.
• Complete the following details
  • Name - the name you want to give this Footer
  • Description - any additional description for this Footer
  • Application - select an application 
  • Images - upload new images or select existing images (see Images section above for more details)
  • Footer contents - footer for the email. It can be static text or combination of formatted text, images, web links.

Footers list

Footer form

Using Email Templates

An email can be sent using Send Email Activity in workflows. Send Email activity can now use Email Template to send email. See SEND EMAIL ACTIVITY for more information.