Emails and templates

Purpose

Under E-Mails you see which emails your company has sent through the system and whether sending succeeded. In the Templates tab you adapt the automatically sent emails with your own texts, separately for each occasion (action) and language.

Who can see this?

Administrators only. The E-Mails menu item appears in the Controlboard only for the Admin role. The page has two tabs: Emails (sending log) and Templates (management of your company’s email templates).

Layout

1. Tabs Emails and Templates.
2. Column selection (All columns visible) – shows or hides columns of the table.
3. Refresh button (circular arrow) – reloads the emails.
4. Column headings Subject, Recipient, Action, Sent on and Error. Use the small arrows next to a heading to sort the table.
5. Filter row below the headings: text fields for Subject and Recipient, selection fields for Action and Error.
6. Error column – shows “No error occurred” or the error message of the sending attempt.
7. Envelope icon in the Actions column – opens the email.
8. Table footer with Lines per page and Go to. By default the table shows ten rows per page.

Columns of the sending log

Column	Content
Subject	Subject line of the email.
Recipient	Email address of the recipient.
Action	Occasion that triggered the email, as a technical name, e.g. MessageNewUser. The table of actions shows how these names relate to the actions of the templates.
Sent on	Date and time of the email in the format of your browser.
Error	“No error occurred” or the error message of the sending attempt.
Actions	Envelope icon for viewing the email.

The log shows the last 500 emails of your company. Older emails do not appear in the table.

Functions

Filter the sending log

1. Open E-Mails and stay in the Emails tab.
2. Type a search term in the field under Subject or Recipient. The table shows only rows that contain the term.
3. Select an occasion in the field under Action. The list offers the actions of the loaded emails.
4. In the field under Error, select Error to see only emails with a sending error, or No error to see only emails that were sent. All removes the filter.

1. Error filter with the selection Error.
2. Error message of the sending attempt in the Error column.

The filters only apply to the 500 loaded emails. The Sent on column has no filter; sort it with the arrows next to the heading.

View an email

1. In the row of the email, click the envelope icon in the Actions column.
2. The Email window shows the content of the sent email.
3. Close the window by clicking outside it or with the Esc key.

If an email has no HTML content, the window shows “Email was not generated”.

View templates

Switch to the Templates tab. The list shows your company’s templates with the columns Name, Action, Language and Actions. You can narrow down the Name, Action and Language columns with the filter row. The Action column shows the technical name of the action.

1. Templates tab.
2. New Email Template button.
3. Name, Action and Language columns with filter row.
4. Pencil icon in the Actions column – edits the template.
5. Trash icon in the Actions column – deletes the template.

The list shows only templates that your company has created. The default templates supplied by the system do not appear here.

New Email Template

1. In the Templates tab, click New Email Template.
2. The Create Email Template dialog opens. Fill in the fields (see below).
3. Click Create. Cancel closes the dialog without saving.

1. Name, Subject and Salutation.
2. Introduction, Closing and Sign-off.
3. Language and Action.
4. Help icon in the dialog title – opens the help for email templates.
5. Cancel and Create buttons.

Field	Meaning
Name	Name of the template in the list and in the selection fields of the dialogs. Required. The name does not appear in the email.
Subject	Subject line of the email. Required.
Salutation	Optional salutation, e.g. “Dear %s,”. The system appends the recipient’s name and a comma itself. A “%s” in the text is removed together with the text behind it, as is a trailing comma.
Introduction	Free text at the start of the email, before the content generated by the system.
Closing	Free text at the end of the email, after the content generated by the system.
Sign-off	Optional closing phrase at the end of the email, e.g. “Best regards,”. A trailing comma is removed.
Language	Language of the template: Deutsch, English, 한국어, Italiano, Suomalainen, Français or Español. Required, preset to Deutsch. See Language of the template.
Action	Occasion for which the template applies. Required, see Actions.

Name, Subject, Language and Action are marked as required. The Create button is only active once Name and Action are filled in.

Edit an email template

1. Click the pencil icon in the Actions column.
2. The Edit Email Template dialog shows the same fields as when creating a template.
3. Change the fields and click Save.

Delete an email template

1. Click the trash icon in the Actions column.
2. The Delete Template dialog asks whether you really want to delete the template. This action cannot be undone.
3. Confirm with Delete or cancel with Cancel.

Actions

The Action field offers the occasions for which the system sends emails. The system supplies the selection, so it can differ from this table. The names of the workflows appear in German in the app. The Technical name column shows how the action appears in the sending log and in the list of templates.

Action (selection in the dialog)	Technical name	Where do you select the template?
Welcome email for new users	MessageNewUser	When creating a user, Create new User dialog, Template field. See Users.
Integration test email	MessageIntegrationTest	No selection; the system uses the template automatically. The email serves technical tests of sending.
Profile report email	MessageProfileReport	No selection; the system uses the template automatically.
Welcome email for new demo customers	MessageNewDemoCustomer	No selection; the system uses the template automatically.
Reminder email for demo customers	MessageDemoCustomerReminder	No selection; the system uses the template automatically.
Email with new user password	MessageNewUserPW	In the user menu send email to reset password, Reset Password? dialog, Template field. See Users.
Invoice delivery email	MessageSendInvoice	No selection; the system uses the template automatically.
Reminder email to complete profile	MessageProfileReminder	In MatchLytics-Management in the employee table with Send profile reminder, Profile Creation Reminder dialog, Template field. See Employees and motivation profiles.
Reminder email to fill in a SituationFit	MessageSituationFitReminder	In MatchLytics-Management with Send SituationFit Reminder, SituationFit Creation Reminder dialog, Template field; also in the workflow Erinnerung an den Wochen-Check (Arbeitssituation). See Workflows.
Reminder email for meeting leads	MessageMeetingLeadReminder	In the workflows Erinnerung … an Team-Lead (one per conversation type), Email template field. See Workflows.
Reminder email for meeting participants	MessageMeetingUserReminder	In the workflows Erinnerung … an Mitglied (one per conversation type), Email template field. See Workflows.
Reminder email for buddy selection	MessageBuddySelectReminder	In the workflow Erinnerung an die Auswahl eines Buddy für ein Onboarding, Email template field. See Workflows.
Reminder email for team barometer	MessageTeamBarometerReminder	In the workflow Team-Barometer berechnen und Team-Leads informieren, Email template field. See Workflows.
Reminder email for team analysis	MessageTeamAnalysisReminder	In the workflow Erstellung einer Team-Analyse, Email template field; also in Reports in the Remind team lead about missing team analysis dialog, E-mail template field. See Workflows and Reports.
Reminder email to the team lead about missing profiles	MessageProfileLeadReminder	In Reports in the Remind team lead about missing profiles dialog, E-mail template field. See Reports.
Reminder email for open mandatory Academy courses	MessageAcademyCourseReminder	In the user menu Send mandatory course reminder, Send mandatory course reminder? dialog, Template field. See Users.
Payment receipt email	MessageSendReceipt	No selection; the system uses the template automatically.
OTP invitation email for applicants	MessageOTPInviteApplicant	In MatchLytics-Assessment when inviting applicants, Template field. See Invitations.
OTP email for portrait shop	MessageOTPPortraitShop	No selection; the system uses the template automatically.
Invitation email for user group portrait	MessageInviteUserGroupPortrait	No selection; the system uses the template automatically.
Reminder email: integration expires soon	MessageIntegrationExpiringSoon	No selection in a dialog.
Email: integration has expired	MessageIntegrationExpired	No selection in a dialog.
Notification email for an Audienca inquiry	MessageAudiencaInquiryEvent	No selection in a dialog.
Digest email for Audienca inquiries	MessageAudiencaInquiryDigest	No selection in a dialog.

No selection means: the dialog that triggers the email has no field for the template. The system then looks for the template matching the action and the language of the email. A template of your company takes precedence over the system’s default template.

Variables in templates

Some actions provide variables. You insert a variable in curly braces into Subject, Introduction, Closing, Salutation or Sign-off, e.g. {dueCount}. The system replaces it with the value when sending.

Action	Variables
Reminder email for meeting leads	{meetingType} (conversation type of the workflow), {dueCount} (number of due conversations), {overdueCount} (of which overdue), {dueList} (list with team, member, conversation type and due date), {meetingsURL} (link to the Regular meetings page)
Reminder email for meeting participants	{meetingType} (conversation type), {plannedAt} (appointment), {leadName} (name of the team lead), {teamName} (name of the team), {meetingsURL} (link to the Regular meetings page)
Reminder email to the team lead about missing profiles	{USER_NAME} (name of the team lead), {CUSTOMER_NAME} (name of the company), {VALUE_1} (number of members with a profile), {VALUE_2} (number of members), {VALUE_3} (names of the members without a profile), {LINK} (link in MatchLytics-Management)
Reminder email for open mandatory Academy courses	{USER_NAME} (name of the user), {CUSTOMER_NAME} (name of the company), {VALUE_1} (number of completed mandatory courses), {VALUE_2} (number of mandatory courses), {VALUE_3} (names of the open courses), {LINK} (link to the Academy)

Templates without these variables keep working. They just do not show the additional details.

Language of the template

The Language field determines the language in which the email is written.

• If you select a template when sending, the system writes the entire email in the language of that template, including salutation, sign-off and buttons. The language of the template takes precedence.
• If a workflow has no template, the system writes the reminder in the language of the company. You set it under Settings › Customer in the Language field; without a setting, German applies.
• Create a separate template for each language in which your recipients should receive emails.

The difference between the language of the interface and the language of documents is described under Localization and language.

Notes

Use sense.AI.tion products

If you would like to use products, tools and/or services from sense.AI.tion GmbH, you will find the necessary information on prices, demo access and downloads at sense.AI.tion