Customize email templates | Online Help | Qntrl

Customize Email Templates

Overview of email templates

Communication is key in any organization. It often becomes a challenge to track the myriad of ongoing tasks in a huge team. Qntrl helps your team overcome this challenge and stay informed via notifications and emails. 

Email templates help you bring together all the details that the receiver needs to know. They can be used to design your automated emails. Templates can be configured for  transitions in Blueprint or as an  action in Business Rule. 

Create email template

  1. Navigate to    and select  Email Templates under Customization.
  2. Click  New Email Template  button.
  3. Enter the name, subject, and content of the email, then click  Save.
    • Insert Placeholder : Placeholder can be used to add dynamic values of card fields in the email body as well as subject.  Default Fields and  form specific  Custom Fields are listed as placeholders. For instance, the 'due date' field of a card can be updated at any point while performing the card. To attach the latest due date while sending emails, the placeholder of 'due date' field can be used. 
  4. You can also add attachments to the email template. Click the  icon at the bottom tray and attach files. 
    1. Choose files to attach: Files from your computer can be attached. 
    2. Latest attachments from Card: Recent 5 card attachments can be attached.   
    3. Document merge: Attach dynamically customized documents. Learn more
    4. File fields: Choose from the file fields available in the card. 

  • Email content can be up to 50,000 characters.
  • The combined size of all the attachments must be less than 3 MB. 
  • If a custom field is deleted from the form, the corresponding placeholder will be removed from the email template.
  • If an email template associated with a blueprint or business rule is deleted, the related emails will not be triggered. 

Associate email templates to blueprint

  1. Navigate to   and select  Orchestration  from the menu. 
  2. Create a new orchestration or edit an existing one.  Learn more  about orchestration.
  3. Navigate to Step 2: Design Blueprint.
  4. Now, click on a transition and select  After in the right panel.
  5. Under  Instant Actions,  click   next to  Send Email.  Or, under Schedule Actions, set the time by  clicking  Add and then  click    next to   Send Email. 
  6. Click Add Alert to configure a new email alert using available email templates, or choose one or more of the existing email alerts from the list.
  7. Click  Apply.

An email will be triggered after a card completes this transition.  

Associate email templates with business rules

  1. Navigate to   and select  Business Rules under  Automation.
  2. Create a new business rule or edit an existing business rule Learn more about business rules.  
  3. After entering the  Rule Details, click Next to navigate to Criteria and Actions.
  4. Once the Criteria is set,
    1. Click  next to Instant Actions  and select  Send Email  from the dropdown. 
    2. Click    next to Schedule  Actions, s et the time   and click Save .  Now, click  next to Actions and select  Send Email  from the dropdown. 
  5. Click  Add Alert  to configure a new email alert using available  email templates, or choose one or more of the existing email alerts from the list. 
  6. Click  Apply
  7. Once the Business Rule is configured, click Save

An email will be sent every time this business rule is triggered.   

Clone email template

  1. Navigate to    and select  Email Templates under  Customization
  2. Mouse over the email template you wish to clone. 
  3. Click  and select  Clone  from the popup.
  4. A default name will be generated for the template. This can be edited.
  5. You can also edit other details in the email, if needed. 
  6. Once the changes are done, click  Save.

Edit/delete email template

To edit a template, click on the email template you wish to edit. Modify the template and click  Save.

To delete a template, mouse over the email template name and click  . Select  Delete from the popup and confirm your action. 

Note: If an email template used in blueprint or business rule is deleted, the email alert will no longer be triggered when cards are performed. 

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