Email Template Configuration

The Email Template Configuration section allows organizations to manage and customize email templates used for system notifications, ensuring consistent and effective communication with users. This section is critical for tailoring the notification content based on organizational needs while maintaining professionalism.

Overview of Email Template Configuration

This configuration empowers system administrators to:

View and modify existing email templates.
Customize the content of email notifications, including headers and bodies.
Ensure variables and placeholders are properly utilized for dynamic content.

By leveraging this configuration, organizations can:

Enhance communication with clear, relevant email content.
Automate notifications with dynamic data.
Ensure branding consistency across all email communications.

Importance of Email Template Configuration

Consistency: Ensures all email notifications align with organizational standards.
Clarity: Provides clear and concise communication to recipients.
Automation: Leverages system data to automate personalized notifications.

Example Use Case

Scenario: A company wants to notify employees when their claims are approved.

The system administrator accesses the Email Template Configuration section.
They select the "Claim Approval Notification" template from the list.
In the Line tab, they update the body to include personalized details:
- "Hi [employee_name], your claim [claim_id] has been approved."
The changes are saved by clicking Update.
When claims are approved, employees automatically receive a notification with the updated template.

Key Features

1. Email Template Listing

Purpose: Displays all predefined email templates used in the system.
Fields Displayed:
- Name: The name of the email template (e.g., "Claim Approval Notification").
- Type: Indicates the purpose of the template (e.g., CLAIM_REJECTED_NOTIFICATION).
- Created Date: The date the template was created.
- Updated Date: The last modification date.

2. Details Tab

Purpose: Displays the main details of the selected email template.
Fields:
- Name: The name of the template.
- Type: Specifies the type of notification the template is used for.
- Message: The content of the email, which can include text and variables.

3. Line Tab

Purpose: Displays and allows modification of individual components of the email, such as the title and body.
Example:
- Title: "Claim Pending Approval."
- Body: "Hi [employee_name], your claim [claim_id] is pending approval."

Steps to Configure Email Templates

1. View Existing Email Templates

Navigate to the Email Template section in the Claim Applet.
The list of all predefined email templates will be displayed, showing their name, type, and modification dates.

2. Modify an Existing Email Template

Click on an email template from the list.
A detailed view will slide in from the right.
Navigate to the Line tab to modify specific components:
- Title: Update the header of the email.
- Body: Update the main content, ensuring placeholders are not altered.
Click Update to save changes.

3. Use Placeholders in Email Templates

Variables or placeholders, such as [employee_name] or [claim_id], are used to dynamically insert data into emails.
Important: Do not modify the format of placeholders as they are system-coded for dynamic content.

When modifying the lines, avoid making any editing on the variables. Variables are placeholders that are hard coded by programmers into the system. So whenever the system encounters a variable, it will automatically extract data from the system and replace the variable with respective information. To recognize a variable, look for the text that is being typed in a bracket like this [total_approval_for_each_company].

This ensures timely and effective communication with employees regarding claim statuses.