Communication Templates
Communication Templates allow the designer to create and modify templates which can be used in place of default system emails, as well as used as the input to some Actions and Workflow Escalations (primarily Send Email).
System Templates
SmartIQ comes with default system templates for commonly used content like password reset that will be emailed to users at the relevant time, or website content like Terms of Service and Disclaimer text. These template contents can be modified and additional languages added, but cannot be deleted or renamed.
| System Templates | Description |
|---|---|
| Approval Approve Default | Default email notification after a project has been approved. |
| Approval Comment Default | Default email notification that someone has commented on your project. |
| Approval Comment Reply Default | Default email notification that someone else has also commented on a project you are in. |
| Approval Reject Default | Default email notification after a project has been rejected. |
| Approval Submission Default | Default email notification that someone has submitted a project and that it needs your approval. |
| Disclaimer | A disclaimer statement that addresses or denies specific points regarding liability that will be added to the bottom of the login page content area. |
| Email Approval Template | Email notification acknowledging the decision chosen. |
| Forgot Password - Multiple Users Found | Email containing a link to reset the password. |
| Forgot Password - User Found | Email containing a link to reset the password for a specific user. |
| Forgot Password - User Not Found | Email notification for a user not found in the system who is trying to change their password. |
| Temporary User - Recovery | An email sent to a temporary user with a code to access the project. |
| Temporary User - Save In Progress | An email sent to a temporary user with a code to access the project. |
| Terms of Service | Provides details about what a service provider is responsible for. A popup will display during login if the user needs to accept the terms of service. Terms of Service settings can be configured in General Settings |
| Workflow Mention Default | Default email notification when someone mentions you in a comment. |
| Workflow Observer Default | Default email notification sent to an observer with a link to the project they can view and monitor. |
| Workflow Reassign | Email notification for when a task has been assigned to you. |
| Workflow Task Inaccessible | Email notification stating that a task is inaccessible. |
Custom Templates
Custom templates allow a designer to create a template which can be used with the Send Email action and workflow escalations. There are two types of custom templates, Communication Template (body content only), and Email Template (subject and email body content). Name and subject are both limited to 200 characters.
Custom communication templates are used for form footers and can be set for all projects as a global Defaults Setting, or for individual projects by the Published Projects Message Settings which overrides the default in that instance.
Images
To add images to communication templates, especially ones intended for emails, the image's binary must embedded or a link to the image source provided.
Custom HTML
Communication templates don't allow the use of the class parameter in HTML by default. This is because communication templates are used primarily for emails where the class file would not be present on the recipients email system. Use the style parameter instead.
Translations
Both System and Custom templates can have translations added for multiple languages. These will be substituted as appropriate according to the language defined in the user's profile. If the user’s profile language is not defined, SmartIQ will send the email using the default language.
Edit the template you want to add a translation to, select add translation and type out the translated template.
Best Practice
Leave the first email as Default Language. This ensures that if the user’s profile language does not match any of the translations added, they will still receive an email using the default language.
References in Communication Templates
Custom Communication Templates can use Reference Tags and Placeholders. They can access the references/placeholders available from the parent project.
References in System Templates
System communication templates run outside the context of a particular form and hence are unable to reference form values (either answers or Project Properties). Form values can only be referenced in Custom communication templates.
Best Practice
While question references can work, it is recommended that you avoid specific question or answer IDs to allow your communication template to work across different SmartIQ projects.
Cross-environment Sync
The Sync API includes an option to include or exclude Communication Templates from a sync package.
Updated 29 days ago