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Email Templates

Email Templates are utilized in Workflows to notify Requestors, Reviewers, and Approvers of actions taken during the Request and Workflow process. Templates support dynamic content through variable tags, custom scripting, and formatted tables for comprehensive communication.

Email Template Grid
Email Template Grid displaying all available templates

Overview

Email templates provide automated communication throughout the workflow lifecycle:

  • Request Notifications - Submission, updates, and status changes
  • Review Notifications - Tasks assigned, completed, or escalated
  • Approval Notifications - Approval requests, decisions, and reminders
  • Deployment Notifications - Success, failure, and completion status
  • Custom Notifications - Business-specific communications

📝 Template Creation

Build dynamic email templates with variable tags

Create Templates →

🏷️ Variable Tags

Use system and custom variables for dynamic content

View Tags →

📊 Email Tables

Insert formatted tables with request and validation data

Add Tables →

🔧 Advanced Features

Custom tags, attachments, and Logic Builder integration

Learn More →

Variable Tags

Variable tags dynamically insert content into email templates, making them context-aware and personalized.

System Variable Tags

Tag Description Example Output
<REQUEST_ID> Unique request identifier REQ-2024-001234
<EPMWARE_URL> Application URL from global settings https://demo.epmwarecloud.com
<REQUEST_DESCRIPTION> Request description text Q4 Entity Reorganization
<REQUESTOR> Requestor's email address john.smith@company.com
<REQUESTED_BY_USERNAME> Requestor's username JSMITH
<REQUESTED_BY_FIRST_NAME> Requestor's first name John
<REQUESTED_BY_LAST_NAME> Requestor's last name Smith
<DUE_DATE> Request due date 12/31/2024
<REQUEST_DATE> Request creation date 12/01/2024
<PRIORITY> Workflow priority level High
<UDF1> User Defined Field 1 Budget Adjustment
<UDF2> User Defined Field 2 FY2024
<UDF3> User Defined Field 3 Corporate
<WF_NAME> Workflow name Standard Approval
<TASK_STATUS> Current task status Pending Review
<USER_NAME> Current user's username JADMIN
<USER_FIRST_NAME> Current user's first name Jane
<USER_LAST_NAME> Current user's last name Admin
<NOTES> User comments from recall/reject Please revise account codes

Security Group Tags

Send notifications to entire security groups:

<SEC_GROUP_NAME:Group Name>

Examples: - <SEC_GROUP_NAME:Tax Approvers> - All tax approvers - <SEC_GROUP_NAME:Business Reviewers> - Business review team - <SEC_GROUP_NAME:IT Administrators> - IT admin group

Multiple Groups

You can include multiple group tags to notify different teams in a single email template.

Email Body Tables

Insert formatted tables directly into email bodies to display structured data without attachments.

Available Table Types

Table Tag Description Use Case
<TABLE:VALIDATION_RESULT> Validation results for request Review notifications
<TABLE:REQUEST_LINES> Request line item details Approval summaries
<TABLE:REQUEST_LINES_WITH_PROPS> Lines with all properties Detailed reviews
<TABLE:REQUEST_LINES_WITH_PROPS_DELTA_ONLY> Only changed properties Change summaries
<TABLE:REQUEST_USER_NOTES> All request comments Comment history
<TABLE:REQUEST_ATTACHMENTS> File list and attachments Document notifications
<TABLE:ERP_REQUESTS> ERP import request IDs ERP integration emails
<TABLE:DEPLOYMENT_RESULT> Deployment summary Deployment notifications
<TABLE:DEPLOYMENT_DETAILS> Detailed deployment info Technical notifications

Table Implementation Example

Dear <REQUESTED_BY_FIRST_NAME>,

Your request <REQUEST_ID> has been deployed successfully.

Deployment Summary:
<TABLE:DEPLOYMENT_RESULT>

Detailed Results:
<TABLE:DEPLOYMENT_DETAILS>

Best regards,
EPMware System

Email with Deployment Table
Example email template using deployment result table

Creating Email Templates

Add New Template

  1. Navigate to Configuration → Email → Templates
  2. Click the + icon to open the template editor
  3. Configure template properties

Email Template Properties
Email Template Properties dialog for creating new templates

Template Configuration

Required Fields

Field Description Best Practice
Template Name Unique identifier Use descriptive naming: WF_Review_Assigned
Subject Email subject line Include request ID: Review Required: <REQUEST_ID>
Body Email content Use HTML for formatting
Active Enable/disable template Disable unused templates

Template Structure

<!DOCTYPE html>
<html>
<head>
    <style>
        body { font-family: Arial, sans-serif; }
        .header { background-color: #f0f0f0; padding: 10px; }
        .content { padding: 20px; }
        .footer { color: #666; font-size: 12px; }
    </style>
</head>
<body>
    <div class="header">
        <h2>Request <REQUEST_ID> - Action Required</h2>
    </div>
    <div class="content">
        <p>Dear <USER_FIRST_NAME>,</p>

        <p>A request requires your review:</p>

        <table>
            <tr><td><strong>Request ID:</strong></td><td><REQUEST_ID></td></tr>
            <tr><td><strong>Description:</strong></td><td><REQUEST_DESCRIPTION></td></tr>
            <tr><td><strong>Requestor:</strong></td><td><REQUESTED_BY_USERNAME></td></tr>
            <tr><td><strong>Priority:</strong></td><td><PRIORITY></td></tr>
            <tr><td><strong>Due Date:</strong></td><td><DUE_DATE></td></tr>
        </table>

        <p><a href="<EPMWARE_URL>/request/<REQUEST_ID>">Click here to review</a></p>

        <TABLE:REQUEST_LINES>

        <p>Best regards,<br/>EPMware System</p>
    </div>
    <div class="footer">
        <p>This is an automated message. Please do not reply.</p>
    </div>
</body>
</html>

Email Template Example

Email Template Example
Complete email template example with variable tags and formatting

Advanced Features

Custom Tags

Use Logic Builder Email API to create custom tags with dynamic values:

// Logic Builder script to add custom tags
function addCustomEmailTags(context) {
    var customTags = {
        'DEPARTMENT': getDepartmentName(context.requestId),
        'COST_CENTER': getCostCenter(context.requestId),
        'APPROVAL_LEVEL': calculateApprovalLevel(context.amount),
        'BUSINESS_UNIT': getBusinessUnit(context.entityId)
    };

    return customTags;
}

Usage in template: 

Department: <CUSTOM:DEPARTMENT>
Cost Center: <CUSTOM:COST_CENTER>
Approval Level: <CUSTOM:APPROVAL_LEVEL>
Business Unit: <CUSTOM:BUSINESS_UNIT>

Custom Tag Documentation

Refer to the Logic Builder guide for detailed information on creating and implementing custom email tags.

Conditional Content

Implement conditional logic in templates using Logic Builder:

// Show different content based on priority
function getConditionalContent(priority) {
    if (priority === 'High') {
        return '<p style="color:red">URGENT: Immediate action required</p>';
    } else if (priority === 'Medium') {
        return '<p style="color:orange">Please review at your earliest convenience</p>';
    }
    return '<p>Please review when possible</p>';
}

Attachments Configuration

Configure email attachments through deployment settings:

Attachment Type Configuration Use Case
Deployment Files Enable in Deployment Manager Send metadata files
Log Files Enable log attachment Technical troubleshooting
Request Attachments Use <TABLE:REQUEST_ATTACHMENTS> Include user uploads
Generated Reports Via Logic Builder Custom reports

Template Management

Edit Existing Template

  1. Right-click on template row
  2. Select Properties from menu
  3. Modify template configuration
  4. Click Save to apply changes

Edit Email Template
Edit template properties dialog

Delete Template

  1. Right-click on template row
  2. Select Delete from menu
  3. Confirm deletion

Template Dependencies

Ensure the template is not assigned to any active workflow tasks before deletion.

Template Organization

Best practices for managing templates:

  1. Naming Convention - Use consistent prefixes:
  2. REQ_ - Request templates
  3. REV_ - Review templates
  4. APP_ - Approval templates
  5. DEP_ - Deployment templates

  6. ERR_ - Error notifications

  7. Version Control - Clone templates before major changes

  8. Documentation - Maintain template purpose in description
  9. Testing - Test with sample data before activation

Logo Configuration

Configure a company logo for all email notifications:

  1. Navigate to Configuration → Misc → Global Settings
  2. Select Application Settings tab
  3. Configure logo properties:
Setting Description Example
Organization Logo URL Public URL of logo image https://company.com/logo.png
Organization Logo Width Width in pixels 172
Organization Logo Height Height in pixels 25
Organization Name Company name for alt text EPMware Inc.

Logo Configuration
Global settings for email logo configuration

Logo Requirements

  • Use publicly accessible URL
  • Recommended size: 172x25 pixels
  • Supported formats: PNG, JPG, GIF
  • Logo appears in email headers and audit reports

Template Types by Workflow Stage

Request Stage Templates

Purpose: Notify about request creation and updates

Common Variables: - <REQUEST_ID> - <REQUEST_DESCRIPTION> - <REQUESTED_BY_USERNAME> - <TABLE:REQUEST_LINES>

Example Template Names: - REQ_Submitted_Requestor - REQ_Recalled_Notification - REQ_Updated_Reviewers

Review Stage Templates

Purpose: Task assignments and review actions

Common Variables: - <USER_NAME> - <TASK_STATUS> - <TABLE:REQUEST_LINES_WITH_PROPS> - <SEC_GROUP_NAME:Reviewers>

Example Template Names: - REV_Task_Assigned - REV_Changes_Required - REV_Completed_Notification

Approval Stage Templates

Purpose: Approval requests and decisions

Common Variables: - <PRIORITY> - <DUE_DATE> - <TABLE:VALIDATION_RESULT> - <TABLE:REQUEST_USER_NOTES>

Example Template Names: - APP_Approval_Required - APP_Approved_Notification - APP_Rejected_Reason

Deployment Stage Templates

Purpose: Deployment status and results

Common Variables: - <TABLE:DEPLOYMENT_RESULT> - <TABLE:DEPLOYMENT_DETAILS> - Attachment configurations

Example Template Names: - DEP_Started_Notification - DEP_Success_Summary - DEP_Failed_Alert

Best Practices

1. Content Design

  • Clear Subject Lines - Include request ID and action required
  • Structured Content - Use tables for data presentation
  • Call to Action - Include direct links to EPMware
  • Mobile Friendly - Test rendering on mobile devices

2. Variable Usage

  • Validate Tags - Test all variables with sample data
  • Fallback Values - Handle potential null values
  • Consistent Format - Standardize date and number formats
  • Security Groups - Verify group names are correct

3. Performance

  • Optimize Tables - Limit table rows for large requests
  • Attachment Size - Monitor attachment file sizes
  • Template Length - Keep templates concise
  • HTML Optimization - Minimize inline CSS

4. Maintenance

  • Regular Review - Audit template usage quarterly
  • Update URLs - Verify links after system changes
  • Test Changes - Use test workflows for validation
  • Archive Old - Disable rather than delete templates

Troubleshooting

Common Issues

Issue Possible Cause Solution
Variables not replaced Incorrect tag syntax Check tag spelling and format
Table not rendering Invalid table tag Verify table tag is supported
Email not sent Template not assigned Check workflow task configuration
Group not receiving Group name mismatch Verify exact group name in tag
Logo not displaying URL not accessible Use public URL for logo
Formatting issues HTML errors Validate HTML syntax

Testing Templates

  1. Create Test Workflow - Dedicated workflow for testing
  2. Use Test Data - Sample requests with known values
  3. Check Rendering - Review in multiple email clients
  4. Verify Links - Test all hyperlinks
  5. Monitor Logs - Check email service logs

Email Service Configuration

Verify email settings in Global Settings → Email Settings:

  • From Email Address - Must be verified (AWS SES)
  • Override Email Address - For testing environments
  • Failed Email Address - For error notifications
  • Email Subject Prefix - Environment identifier