Create an email template

You can create an email template with rich HTML formatting, rather than plain text.

Before you begin

Role required: admin

Procedure

  1. Navigate to System Policy > Email > Templates.
  2. Click New.
  3. Fill in the form fields (see table).
    Figure 1. Email Template form with the HTML editor
    The Email Template form
    Field Description
    Name Enter a unique name for the template. For example, change.update.risk.
    Application The type of scoped application.
    Email layout If the message body for the template is to be formatted using a predefined email layout, select the layout.
    Table Select the name of the table involved. For example, Change Request [change_request].
    Subject Enter a subject line that explains the purpose of the email. Select the appropriate variables for the subject line from the fields available on the selected table. Place the cursor where you want the variable to appear, and click the field name in the Select variables column. For example:
    ${sys_class_name} ${number} with ${risk} risk has been assigned to you.
    Message HTML Enter the content of the email template message. You can use the HTML editor toolbar to format the HTML, and you can include variables from the Select variables column. Variables map to column names available from the notification table, its parent tables, and reference tables. Use variables to include values from a record in the table such as an incident short description or comments and work notes.
    Notes:
    • When a template is applied to a notification, the contents of this field are used when you select HTML and plain text or HTML in the Content Type field in the Email Notification form.
    • You cannot use HTML code to control the appearance of the contents in the ${comments} variable.
    • If you want to include a link to the record that triggered the notification, see Enable links to records.
    Message Text Enter the notification message to send in plain text.

    Note: When a template is applied to a notification, the contents of this field are used when you select HTML and plain text or Text in the Content Type field in the Email Notification form.

    SMS alternate Create a different message to be delivered to an SMS device. Enter a brief message, showing the most important information only. If this message field is blank, the contents of the Message Text field are used for the SMS message.

    Note: The message in this field is used when the message is sent to a device configured as SMS.