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Collaborate

Email Management

The email management feature contains in-built and customizable email templates for admins to send email notifications. A default template is provided for each email type. You can modify the templates with the desired look and include the information required by the members. You can customize the email notifications sent from Collaborate using the new in-built WYSIWYG template builder, which makes it easy to add the necessary images and content to meet specific requirements. 

Modify Email Templates

The templates are categorized as actions, alerts, login and user registration, request for information, threat intelligence, surveys, and others.

Before you Start

Ensure that you have the View and Create or Update permissions for the Email Management feature.

Steps

To edit a template, follow these steps:

  1. Go to Administration > Settings > Other Settings > Email Management.

  2. Click on the ellipses for the template you want to modify and select Edit Template.

  3. You can edit the subject and body of the template as required. Simply drag and drop the required placeholders to the email body or use the WYSIWYG editor to modify the template body.

    Note

    When customizing an email template, you can use only the placeholders listed in the Placeholders panel. You cannot add custom or unsupported placeholders of your own.

  4. Click Preview to view the changes in the template.

  5. After finishing, click Save to update the template with the changes.

Alert Email Templates

Use alert email templates to customize the email notifications that are sent to members when alerts are published. These templates allow you to control how alert information appears in email notifications by using placeholders available in the template editor.

Alert email templates use the same editing flow described in Modify Email Templates. You can edit the subject and body, insert placeholders from the Placeholders panel, preview the template before saving your changes, or reset the template to the default configuration if required.

The following alert email templates are available:

  • Alert Notification

  • Alert Notification v2 (Available in Collaborate v3.8.10 onwards)

Note

Starting v3.8.10.2, the Alert Notification v2 template includes a Category-Based Fields placeholder that allows you to include all additional fields, both system and custom, configured for the selected alert category in the email content.

This placeholder replaces Additional Fields – Single/Multi/Dates and Additional Fields – Text placeholders and follows the order defined in the Field Order setting.

After upgrading to v3.8.10.2:

  • If you have customized the template, the existing placeholders remain in the template body and continue to be available in the Placeholders panel. The Category-Based Fields placeholder is available for future edits.

  • If you have not customized the template, or if you reset the template to the default configuration, the template is automatically updated to use the new placeholder.