TABLE OF CONTENTS

• Edit the content of a default email template
• Create a new template from scratch
• Language settings

Go to your icon in the top right and then settings to see email templates.

See the following email templates from this view:

• Collaboration invite - invite someone for a collaboration.
• Collaboration invite (with a personal message) - invite someone to collaborate with a personal message.
• Collaboration reminder - send a reminder to a collaborator.
• Invite - invite someone from your organization to manage supplier assessment.
• Questionnaire submitted - a notification sent to subscribed users stating when a survey has been submitted.
• Supplier invite - the email sent when inviting a supplier.
• Supplier invite (with a personal message) - inviting a supplier with a personal message.
• Supplier reminder - remind suppliers to complete pending surveys.
• Other - this type of email can be sent from anywhere and is created from scratch.

Edit the content of a default email template

To edit a template, click on the specific template. The email will open, and the language tabs are shown along the top of the email.

Click "Edit" to open the email editor to edit and add links.

Click "{x}"to open a list of options for items to edit.

• Sender name: Full name of the sender.
• Sender e-mail: Email of the sender.
• Recipient name: Full name of the recipient.
• Recipient email: Email of the recipient.
• Custom message: Space for a custom message to be added before sending out the email to the supplier.
• Contact name: Name of the contact person for the supplier.
• Contact email: Email of the contact person for the supplier.
• Organization name: the name of your organization.
• Supplier name: Name of the supplier associated with the email.

Create a new template from scratch

Step 1 - Toggle to the custom tab and click "New template."

Step 2 - Select template type based on the usage of the template. Different types will be accessible for different purposes. 

Step 3 - Add a meaningful name and a description to the template. The name will be displayed when selecting which template to use. 

Step 4 - Add the text you would like to communicate through email. Don't forget the dynamic element to customize the content depending on the recipient, measure, and organizational unit.

Step 5 - English and Swedish are available as languages. Depending on the recipients' language settings on the platform, they will receive one of the two versions. This is, however optional.  

Step 6 - Save the changes made. 

Language settings

Depending on which language setting the receiver of the email has configured, the email will be sent out in the configured language.

The emails can be sent out through the Suppliers overview, Surveys overview, and Follow-up overview.

Saving Email Templates with Multiple Translations

When creating or saving an email template, translations are handled differently depending on whether they are enabled or disabled:

• Enabled translations must contain text. If any enabled translation is left empty, you cannot save the template.
  
• Disabled translations (removed from the template) do not require any content.

Example

If you open a custom template, the English translation is enabled by default.

• If you do not want an English version, you must remove it from the translation tab.
  
• Once removed, you can save your German (or other language) template without any issues.

Tip

You can include as many languages as you like in one email. However, every enabled translation must be filled in before saving. If you don’t need a certain translation, remove it so the tab is empty (as shown in the example image).