Creating Email Templates in the Workbench

Overview

The Email Template feature in Thentia Cloud Workbench enables system administrators to configure automated email notifications for specific stages of a process, for example, when an application is approved and a license becomes available for download.

This guide outlines how to create email templates using system tags (variables), link them to processes, and trigger them appropriately.

Creating an Email Template with Variables

Email templates are configured in the E-mail Template entity (comms_emailtemplate) and support variables (system tags) for dynamic content. Templates can be used across various application types, including sponsored applications, license renewals, and reinstatements.

To create an email template:

1. Navigate to the Workflow module from the grid icon in the top right corner

2. Open the Email Template entity and click the (+) Create a new Record button.
3. Name – Enter a descriptive name using this naming convention:
   onlineservice.[entity].[process].[optional subprocess].[step]
   Examples:
   onlineservice.application.submitted
   Onlineservice.business.application.approved

4. Language Locale – Enter the language code (e.g., en-us for U.S. English).
5. From Email Address – Enter the sender’s address (e.g., noreply@thentiacloud.com).
6. To Email Address – Use a variable like {{reg_email1}} to pull in the recipient’s email.
7. Email Subject – Use system tags or plain text for the subject.
   Example: {{sysmsg:acronym}} - Application Submission
8. Template Body – Write the body of the email and use variables for personalization.
   Examples:
   {{reg_first_name}} {{reg_last_name}} – recipient name
   {{app:type}} – application type
9. Click Save. The template is now ready for use in a process.

Selecting an Email Template for a Process

Once the template is created, link it to the process where it should be triggered.

1. Create or edit a record in the entity related to the process.
2. Select the appropriate email template for the subprocess and save the record.

Example:

To send a confirmation email after an applicant submits an application:

1. Open the Application Type entity (reg_applicationtype).
2. Edit an existing application type (e.g., “Application Type B” under “GROUP B”).
3. From the Submission E-mail Template dropdown, select your template (e.g., onlineservice.application.submitted).
4. Save the record.
    

Running a Process through the Portal to Trigger the Email

To confirm that your email template works, run the process that triggers the notification.

For example, submit an application of type “Application Type B” in the Application Portal:

1. Submit the online application.
   
2. Once submitted, the applicant will receive an email using the selected template.
   

Global System Message Variables List

Below is a list of global system variables that can be used in email templates to dynamically insert portal links or system values.

Note: There are no global variables currently available for the Complaint Portal or Inspector Portal.

To display the current date and time in a message, use:
{{sysmsg:now}}