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 – The Emails tab shows the sending log of your company. In the Templates tab you manage the texts of your own that the system uses when it sends emails.
2. Column selection (All columns visible) – Shows or hides individual columns of the table, for example for a narrower view. The selection changes only the display, not the data.
3. Refresh button (circular arrow) – Reloads the sending log from the server. This way emails that arrived after you opened the page appear as well.
4. Column headings Subject, Recipient, Action, Sent on and Error – Name the details of each email. Use the small arrows next to a heading to sort the table; without sorting, the most recently created email is at the top.
5. Filter row below the headings – Narrows the table down to matching rows: text fields search in Subject and Recipient, selection fields filter by Action and Error. The filters do not change the log.
6. Error column – Shows the error message with which sending failed, otherwise “No error occurred”. Emails that are still waiting to be sent show this text as well.
7. Envelope icon in the Actions column – Opens the Email window with the stored content of the email. The window is a view only and does not send anything again.
8. Table footer – Lines per page sets how many emails a page shows (ten by default), Go to jumps to a page. Both page only through the emails that are loaded.

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

The sending log lists the emails that the system has created for your company, such as welcome emails, invitations and reminders from workflows. It serves mainly for troubleshooting: if sending fails, the system tries again after 10 and after 60 minutes at the earliest, three attempts in total at most. The failed attempt stays with its error message, and every new attempt appears as a row of its own. The Controlboard loads the last 500 emails, newest first, and the filters work only on these. Only administrators see the page.

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 failed attempts, or No error to see all emails without an error, including those still waiting to be sent. All removes the filter.

1. Error filter with the selection Error – Shows only the emails whose sending failed. No error shows all emails without an error, including those not yet sent, All removes the filter.
2. Error message of the sending attempt in the Error column – Gives the reason why sending failed. The system repeats sending later by itself, and the new delivery appears as a new row.

Filters and sorting change only the display, not the log; you can neither resend nor delete an email from this table. The Sent on column has no filter; sort it with the arrows next to the heading. The section Actions explains actions and their templates, the page Workflows the time-controlled reminders.

View an email

The view shows the content of an email as the system stored it when creating it. Use it to check which wording a template produced and whether salutation, introduction and variables appear as intended. It shows the HTML version from the sending log. For a failed attempt that the system has repeated, the content of the old row is deleted; open the new row instead.

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”. The view changes nothing and sends nothing.

View templates

A template replaces the subject and texts of the standard email of an action with your own. The list in the Templates tab shows all templates of your company; you can create several for the same action, for example one per language. A template does not take effect by itself: it is available in the selection fields of the dialogs and workflows that belong to its action, and it is used only if you select it there. The table in the section Actions shows where that is the case. Only administrators see the page.

Switch to the Templates tab.

1. Templates tab – Shows the email templates that your company has created. The default templates supplied by the system are not listed here, but they appear in the selection fields of the dialogs.
2. New Email Template button – Opens the Create Email Template dialog, where you set texts, language and action of a new template. The new template takes effect only once you select it when sending.
3. Name, Action and Language columns with filter row – Show for which occasion and in which language each template applies; the action appears as a technical name. The filter row narrows the list down.
4. Pencil icon in the Actions column – Opens the Edit Email Template dialog with the stored values. A change applies to all emails that use the template from then on.
5. Trash icon in the Actions column – Deletes the template for good after a confirmation. A workflow that still had it selected then writes with the default template of its action.

Viewing the list changes nothing and sends no email. The next sections cover creating, changing and deleting.

New Email Template

With a template of your own you give an automatic email your wording, for example the welcome email for new users. The template belongs to exactly one action and one language and is stored for your company. It then appears in the selection fields of the dialogs and workflows that belong to this action; it is used only where you select it, but then completely: the system does not replace the greeting, intro, outro or sign-off of your template with its own texts, and variables are replaced in all fields. Administrators can create it.

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. Fields Name, Subject and Salutation – Name appears only in lists and selection fields. Subject becomes the subject line of the email, Salutation replaces the greeting to which the system adds the recipient’s name.
2. Fields Introduction, Closing and Sign-off – Introduction and Closing are free texts before and after the content that the system generates. The Sign-off replaces the closing phrase of the email.
3. Fields Language and Action – Action determines in which dialogs and workflows the template is offered. Language sets the language of the whole email and takes precedence over the language of your company.
4. Help icon in the dialog title – Opens a window with the help for email templates in the interface language. The icon appears only if the help page is available.
5. Cancel and Create buttons – Create saves the template and adds it to the list, Cancel closes the dialog without saving. Create is active only once Name and Action are filled in.

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 new template then appears in the list. It sends no email and can be edited or deleted later.

Edit an email template

When editing, you change the wording, language or action of an existing template. Workflows and dialogs load the template anew with every send, so the change applies to all emails created with it from then on. Emails that have already been sent stay unchanged in the sending log. If you change the action, the template is offered only in the selection fields of the new action.

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.

The change is saved at once; the system does not restore the earlier wording. No email is sent.

Delete an email template

A template you no longer need is removed from your company here. Deleting affects only your own template, not the default template of the system. If a workflow had selected the deleted template, it sends its email with the default template of the action afterwards. Emails that have already been sent stay in the sending log.

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.

The template disappears from the list and from the selection fields. Deleting cannot be undone; you have to create the template again. No email is sent.

Actions

Every email of the system belongs to an action, an occasion such as “Welcome email for new users”. The action connects three places: it appears in the sending log in the Action column, it determines in which dialogs and workflows a template is offered, and it determines which default template applies if you select none. The Action field offers the actions the system knows, so the selection 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 picks the default template itself. The email serves technical tests of sending.
Profile report email	MessageProfileReport	No selection; the system picks the default template itself.
Welcome email for new demo customers	MessageNewDemoCustomer	No selection; the system picks the default template itself.
Reminder email for demo customers	MessageDemoCustomerReminder	No selection; the system picks the default template itself.
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 picks the default template itself.
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) (reminder about the weekly check). See Workflows and SituationFit and Weekly Check.
Reminder email for meeting leads	MessageMeetingLeadReminder	In the workflows Erinnerung … an Team-Lead (reminder to the team leader; one per conversation type), Email template field. See Workflows.
Reminder email for meeting participants	MessageMeetingUserReminder	In the workflows Erinnerung … an Mitglied (reminder to the member; 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 (reminder to select a buddy for onboarding), Email template field. See Workflows.
Reminder email for team barometer	MessageTeamBarometerReminder	In the workflow Team-Barometer berechnen und Team-Leads informieren (calculate the Team Barometer and inform team leaders), Email template field. See Workflows.
Reminder email for team analysis	MessageTeamAnalysisReminder	In the workflow Erstellung einer Team-Analyse (creation of a team analysis), 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 picks the default template itself.
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 picks the default template itself.
Invitation email for user group portrait	MessageInviteUserGroupPortrait	No selection; the system picks the default template itself.
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 uses the default template of the action, if there is one. Templates of your own take effect only where you can select them.

Variables in templates

With variables, a template email shows values that are only known when sending, for example the number of due conversations or the link to the Regular meetings page. The action supplies the values: reminders from workflows bring the data of the regular meetings, reminders from reports and mandatory courses the numbers on profiles and courses. 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. The table shows which variables an action knows.

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)

All reminders from workflows also know {USER_NAME} (name of the recipient) and {CUSTOMER_NAME} (name of the company). Templates without these variables keep working. They just do not show the additional details. A variable that the action does not know stays unchanged in the text.

Language of the template

The language of an email depends on the template, then on the company and, failing that, on the default of the system. The Language field of the template comes first: recipients in another language get a matching email even if your company is set to German. An administrator sets the language of the company under Settings › Customer.

• 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 uses the default template of the action in the language of the company. You set it under Settings › Customer in the Language field; without a setting, German applies. Select a template if the reminder is to appear in a specific language regardless of that.
• If a dialog triggers an email without a template, the language of the company usually applies, which you set 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 language is determined anew for every email; emails that have already been sent do not change. 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