Configure a mail template

The editor

You can create custom email templates or customize the system default emails. This is done in the template editor. This section explains how to use this editor.

As emails are sent in the language of the receiver, it is necessary to translate the emails in the template builder. The following elements are available in the template builder:

1. The language tab allows you to select which language you are editing. Each language has its own subject and body.

2. The subject allows you to create or modify the subject of the email.

3. The body panel allows you to type and format the body of the email.

4. The name of the template makes it findable in DOQMIND.

A number of formatting tools are available for the email body:

5. The Bold toggle will make the selected text bold.

6. The Italic toggle will make the selected text italic.

7. The Underline toggle will underline the selected text.

8. The bullet list allows you to insert a bulleted list.

9. The numbered list allows you to insert a numbered list.

10. The indent button allows you to indent a line.

11. The insert link tool allows you to insert a hyperlink.

12. The smartnames list shows all valid smartnames for this type of email.

Languages in email templates

Each email template can be configured in multiple languages. When an email is sent, DOQMIND automatically uses the language matching the recipient's language setting.

Default language

When a new template is created, it starts with one language: the company locale (the environment's default language). The name, subject, and body for this language are mandatory — the template cannot be saved without them.

Adding a language

Additional languages can be added to a template using the language management controls in the editor. The list of available languages to add is determined by the languages active in Administration > General > Languages.

When a language is added, you must fill in the name, subject, and body for that language before saving.

Removing a language

Languages can be removed from a template individually. DOQMIND will ask for confirmation before removing a language. The company locale (default language) cannot be removed.

Duplicating a template

Both system (default) templates and custom templates can be duplicated.

When you duplicate a template:

• The copy is always created as a custom template, regardless of whether the original was a system template.

• Immediately after duplicating, a modal appears asking you to give the copy a new name. The name must be changed before saving — you cannot save the duplicate with the same name as the original.

Smartnames

Email templates can contain smartnames. These are variables that will be replaced by the relevant value when the email is sent. Smartnames can be the project name, the task type, the actor name, the due date, and more. Different email templates allow different smartnames.

Smartnames can be used in both email subjects and in the body, and are shown as $$smartname$$.

A special smartname is $$metadata::key$$. This allows you to include form data entered by an actor in the body of the email, using the project metadata key as a selector. For example, if you have a metadata field with key info, the smartname $$metadata::info$$ will insert that value into the email.

Another special smartname is $$linktodos$$. Upon sending, this transforms into a direct link to the task execution, allowing recipients to navigate directly to their task in one click if they are already logged in.

See Data & Form Concepts for more information on databases.