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. 

Organize emails using Folders

You can group similar email templates together inside folders and organize the emails. To create folders:
  1. Navigate to Boards, hover over  any specific board in the left panel and  click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Click the New Folder button.
  4. Enter a name for your folder and tap Enter on your keyboard.
  5. Click on the folder to open it.
  6. You can further create other folders and email templates inside this folder.
Note:
  1. Folder name must be fewer than 20 characters.
  2. A maximum of 100 folders can be created.
  3. A folder can hold 5 subfolders.
  4. To rename a folder, click  and enter the new name.
 

Move Folder

  1. Navigate to Boards, hover over  any specific board in the left panel and  click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Select the folders you want to move.
  4. Click Move.
  5. In the ensuing popup, select the folder to which you want to move and click Move.


Similarly, you can move email templates too.
Qntrl System Emails is a default folder and cannot be moved.

Delete Folder

  1. Navigate to Boards, hover over  any specific board in the left panel and click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Select the folders you want to delete.
  4. Click Delete .
  5. You will be prompted with an option to move the folders without deleting them. Select the checkbox if you wish to move them. Otherwise, click Yes, delete .



Create email template

  1. Navigate to Boards, hover over  any specific board in the left panel and  click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Click the New Email Template button.
  4. Select the board in which you want to use the email template and click Proceed .
  5. You will be navigated to Theme Gallery.
    1. Classic Themes: Default themes are available here.
    2. SLAs: Reminder and escalation emails are available here.

  6. Select a theme to move to the template editor.
  7. Provide a name to the email template and enter the email subject at the top-left corner.
  8. You can customize the body of the email with relevant data.
    1. 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 example, 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. To add dynamic field values from the board, type ‘#’ and choose a field name.
  9. Click Add Attachments to attach files to your email.
    1. Choose files to attach : Files from your computer can be attached.
    2. Latest attachments from Card : The five most recent 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. 

  10. Once the email is configured and ready,  you can Preview the email. Click Send Test Email to email yourself a copy of the current template.
  11. Click Save to publish the template. 
Note:
  1. Email content can be up to 50,000 characters.
  2. The combined size of all the attachments must be less than 3 MB.
  3. If a custom field is deleted from the form, the corresponding placeholder will be removed from the email template.
  4. If an email template associated with a blueprint or business rule is deleted, the related emails will not be triggered. 

Clone email template

  1. Navigate to Boards, hover over  any specific board in the left panel and  click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Mouse over the email template you wish to clone. 
  4. Click    and select   Clone   from the popup.
  5. A default name will be generated for the template. This can be edited.
  6. You can also edit other details in the email, if needed. 
  7. Once the changes are done, click  Save .

Delete email template

  1. Navigate to Boards, hover over  any specific board in the left panel and  click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Select the email template you want to delete.
  4. Click Delete .
  5. Confirm your action. 



Associate email templates to blueprint

  1. Navigate to Boards in the left panel.
  2. Create a new board or edit an existing one.  Learn more  about boards.
  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 the next to  Send Email.  Or, under Schedule Actions, set the time by  clicking  Add and then  click the  next to   Send Email. 
  6. Select the  email template name and choose the users to be notified. You can also add users in CC and BCC fields. 
  7. Click  Save and Publish the board.

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




Associate email templates with business rules

  1. Navigate to Boards, hover over  any specific board in the left panel and  click    to choose Email Templates from the pop-up. (or)
  2. Navigate to    and select Email Templates under Customization from the menu.
  3. Create a new business rule or edit an existing business rule .  Learn more   about business rules.  
  4. After entering the  Rule Details , click Next to navigate to Criteria and Actions .
  5. Once the Criteria is set:
    1. Click the  next to Instant Actions  and select  Send Email  from the dropdown. 
    2. Click the   next to Schedule  Actions, s et the time   and click Save .  Now, click next to Actions and select  Send Email  from the drop-down. 
  6. Select the  email template name and choose the users to be notified. You can also add users in CC and BCC fields. 
  7. Click  Save and also save the rule.

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



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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