TABLE OF CONTENTS

• Type of email templates
• Edit the content of a default email template
• Type of dynamic elements
• Create a new template from scratch
  • Step 1 - Toggle to "Custom" and add "New template"
  • Step 2 - Select the template type
  • Step 3 - Name and description
  • Step 4 - Add the content to your template
  • Step 5 - Add a translation
  • Step 6 - Save
• Language setting

When communicating with your suppliers via Position Geen you might want to set a specific tone of voice or communicate a certain message in the emails.

You can edit the content of email templates. You can find email templates in 'Settings' as shown in the image below.

Type of email templates

In this view you can change the following email templates:

• 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 you can click on the specific template. It will then open up showing one tab for the Swedish version and one tab for the English version. Please see the section below for dynamic elements that could be used when editing.

Type of dynamic elements

When clicking on the "Edit" button the e-mail editor will open up as shown in the image below. In this editor, you have the possibility to edit the text and its format, add links etc.

You can also click on the "{x}"-button, and a list of options will open up for you to personalize the email templates by referring to the following:

• 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 "Custom" and add "New template"

Toggle to the custom tab and click "New template"

Step 2 - Select the template type

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

Step 3 - Name and description

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 content to your template

Add the text you would like to communicate through email. Don't forget the dynamic element to customize the content depending on the measure, organizational unit, or whom it might concern. 

Step 5 - Add a translation

English and Swedish are available as languages. Depending on the receivers' language setting in the platform, they will receive one of the two versions. However, this is optional.  

Step 6 - Save

Don't forget to save your work. 

Language setting

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.