⚙ > Administration > Email Templates

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Email templates can be enabled and disabled, and their contents and recipients can be fully personalized under ⚙ > Administration > Email Templates.

There are about 50 email template types, each corresponding to specific triggering actions from the FlowFit system (ex: new project created, new task assigned to a user, etc.). A bilingual default message is offered in the email object and body, containing information automatically extracted from FlowFit fields (ex: project number, document names, etc.).

Pro tip:
We recommend FlowFit admins to edit default email templates offered and test them, prior to creating new ones, so they understand in real context what the personalization possibilities are.

For companies preferring to have both unilingual French and English emails (as opposed to using bilingual emails), we recommend creating pairs of email templates, using the same email type twice: one for each language.

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How to edit an email template

Go to ⚙ > Administration > Email Templates, select an email template from the list and click on Edit.

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Modify the necessary elements numbered on the screenshot and detailed below, and click on Save.

1. Template type: The FlowFit action triggering the email sending (here, a new project created).
   
   

2. Template type description: Description of the use of the template type and what triggers it.
   
   

3. Template name: A personalized name for created templates.
   As several templates with the same template type can be created, we advise to use a descriptive and/or numbering naming pattern.
   
   

4. Language: Leave blank if using bilingual email templates.
   
   

5. Module: Different email templates can be sent, depending on the module configured and selected.
   
   

6. Work type: Different email templates can be sent, depending on the work type configured and selected.
   
   

7. Active: Switch to the left to simply disable the email notification.
   
   

8. Urgent: Switch to the right to send the email template only if the project is categorized as ‘’urgent’’.
   
   

9. Log: Switch to the left to prevent all email sending being recorded in the FlowFit Project Email tab.
   
   

10. Default: Switch to the right if you have several templates for the same template type and wants to give precedence to this one.
    
    

11. Fields list: Filter and insert placeholders from this list which are relevant to the project or task triggers (such as the project number, the project manager name or client name and email address, etc).
    
    

12. To, Cc Bcc: Add recipients to your email. Email addresses can be written here in full, such as translation@mycompany.com, or email automatic fields can be selected from the Fields list (11).
    
    

13. Email object: Add an email object. Email automatic fields can be selected from the Fields list (11).
    
    

14. Email body: Automatic fields can be selected from the Fields list (11). The fields vary according to template types and available information. For example, project-related fields (project number, project deadline, requester name, etc.) can be selected in email templates related to a FlowFit project (project creation, project delivery email, etc.). Task-related fields (task name, task document, provider email address, etc.) can be selected in email templates related to a FlowFit task (task proposition, task completion, etc.).

How to create a new email template

Go to ⚙ > Administration > Email Templates and click on the + Add button in the toolbar.

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 Specify the 4 necessary elements numbered on the screenshot and detailed below and click on Save.

1. Select the appropriate Template type from the drop-down list (use the Email Default type for email templates to manually send at any moment, without using automated system triggers).
   
   

2. Read the Template type description if you are unsure which Template type to use.
   
   

3. Give your template a descriptive name to identify it easily amongst others.
   
   

4. Select no language from the list if you are going to write bilingual emails or if all FlowFit users are all going to use the interface in the same language.
   If you are going to create pairs of email templates (one template in English, and the separated email equivalent in French) : select French for email templates where the automatic placeholders have been translated in the interface (ex: service names, project status names, etc.) and English where all the text should only be in English.
   
   

5. Once created, you can Edit your email template to further personalize it.

How to use email variables

Email variables correspond to a recipient or a group of recipients specific to each project or task.

To remove variables from the email Body, Object, To, Cc or Bcc fields, simply click on the white cross on the right of each variable.

To add email variables, follow these steps:

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1. Click on the ‘’Variable list’’ button on the top left corner

2. Type in ‘’email’’ in the filter field

3. The following email variables correspond to the following group of recipients:

Applicant email

If the ‘’applicant’’ field has been added to your project template and has been filled in your request form, this email address will be added.

Note created by email

If a note has been sent (for ex. by the PM, the requester or a linguist), this email address will be added.

Project all resource emails

This variable will add all resources' email address from a project. This means the requester, the project managers, the internal resources, the external resources and the additional contacts, if any.

Project contacts emails

If the ‘’Contacts’’ section has been added to your project template and has been filled in your request form, these email addresses will be added.

Deadline changed by email

If the project deadline has been changed by someone (for ex. by the PM or the requester), this email address will be added.

Project Delivering Email / Project email delivery CC

If the ‘’ Project email delivery CC’’ field has been added to your project template and has been filled in your request form, these email addresses will be added.

Project external resources emails

This variable will add all external resources' (for ex. freelancers or LSPs assigned to the project tasks) email addresses from a project.

Project internal resources emails

This variable will add all internal resources' (for ex. linguists and PMs assigned to the project tasks) email addresses from a project.

Project manager email

If the ‘’ Project manager’’ field has been filled in your request form (if your project has been assigned to a PM), this email address will be added.

Project manager email 2

If the ‘’ Project manager 2’’ field has been added to your project template and has been filled in your request form (if your project has been assigned to a secondary PM), this email address will be added.

Project modified by email

If some of the project fields, documents or details (for ex. deadlines, documents or field values) have been changed by someone (for ex. by the PM or the requester), this email address will be added.

Project reopened by email

If the project was closed and has been reopened by someone (for ex. by the requester), this email address will be added.

Requester email

This email address will be added. 

 ⚙ > Administration > Email Templates - FlowFit User Documentation - Confluence (atlassian.net)