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

You can edit the content of the email templates that you can send out to the companies. You can find the 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 - the email sent when inviting someone for a collaboration.
• Collaboration invite (with a personal message) - the email sent when inviting someone to collaborate with a personal message.
• Collaboration reminder - the email sent when wanting to send a reminder to a collaborator.
• Invite - the email sent inviting someone from your organization to manage investment monitoring.
• Questionnaire submitted - A notification is sent to subscribed users that a survey has been submitted.
• Company invite - the email sent when inviting a portfolio company to respond to a survey
• Company invite (with a personal message) - the email sent when inviting a portfolio company with a personal message.
• Supplier reminder - the email sent to 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.

The default content of an email template

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 can 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 the email out 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.
• Company name: Name of the company associated with the email.

Click the dynamic elements to them to the template

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 company overview, survey overview, and follow-up overview.