# Creating and managing custom email notification templates

{% hint style="info" %}
Email notification templates can only be created and managed by an Administrator.
{% endhint %}

Tablion's email notifications work out of a series of templates, one for each valid combination (or 'message type') of an in-system action and a user role (e.g. 'New Comment on Data Request' and 'Approver').

If a custom template is not created for an existing message type, the relevant email notification will follow Tablion's default template.

### How to create and manage custom email notification templates

1. Select 'Admin tools' from your username dropdown.

<figure><img src="/files/8uqdqWTPJMjGKApIUG2o" alt=""><figcaption></figcaption></figure>

2. Select the 'Notifications' tab.

<figure><img src="/files/jZtQTubQEJBYRltAgAoV" alt=""><figcaption></figcaption></figure>

3. Navigate to the message type that matches the scenario you wish to create or manage a template for and select 'View all templates' from its row.

<figure><img src="/files/LX2xj7gP4aQmlejy2pva" alt=""><figcaption></figcaption></figure>

4. **If you wish to create a new template**, select 'Create'. **If you wish to edit an existing template**, select 'Edit' from the row of the relevant template.

<figure><img src="/files/98i9QmPUkk6dVPlVUId8" alt=""><figcaption></figcaption></figure>

5. Populate the 'Name' field as desired. This will only affect the name of the email notification template in Tablion, and will not influence the actual email notification.

<figure><img src="/files/xkBFImzROmuJLuduSjaD" alt=""><figcaption></figcaption></figure>

6. Populate the 'Subject' field with the subject you would like the email notification to have.

<figure><img src="/files/ABDKCVuqFQMnYZk7n2Gp" alt=""><figcaption></figcaption></figure>

**Notes:**&#x20;

* The subject field is able to make use of **variables**, which are listed at the bottom of the 'Create Message Template' page (below).
  * Inserting a variable name in the {{ correct\_format }} (as in the screenshot above) will automatically insert the information the variable represents in the email notification when it is sent to users
  * Only the listed variables and those contained in the default notification templates will work for email notifications.

<figure><img src="/files/0jcmkrs6gEM6H5jYvi9m" alt=""><figcaption></figcaption></figure>

7. **If you wish to write the email's body normally**, delete the contents (if any) of the 'Body HTML' field, and populate the 'Body Plain' field as desired. **If you wish to write the email's body in HTML**, populate the 'Body HTML' field with the desired HTML.

<figure><img src="/files/I16GrPmSggWoAiETXFJ1" alt=""><figcaption></figcaption></figure>

**Note:** These fields are able to make use of **variables**, which are listed at the bottom of the 'Create/Edit Message Template' page. See the notes of step 6 for more information.

8. **If you wish to have downloadable PDFs attached to this email notification**, select the 'Send PDF Documents' checkbox. **If you do not wish to have downloadable PDFs attached to this email notification**, proceed to step 11.

<figure><img src="/files/PMAIe5n8F9ZMRfogz9Ok" alt=""><figcaption></figcaption></figure>

9. Select the checkboxes of the document types you would like to be attached/downloadable as PDFs.

<figure><img src="/files/Y5E5RMFCeI60RmEVI1VE" alt=""><figcaption></figcaption></figure>

10. Ensure the disclaimer variable has been used in the 'Body Plain' and 'Body HTML' fields, then populate the 'Enter disclaimer text here...' field with your desired disclaimer.

<figure><img src="/files/ssUDb0DIbwB2wXcQ5yWg" alt=""><figcaption></figcaption></figure>

11. Select 'Save' once satisfied.

<figure><img src="/files/kqhTgbrqXYkRvtwqGjsl" alt=""><figcaption></figcaption></figure>

12. To activate a notification template, select 'Activate' from its row. Once activated, the template will be used for any emails generated by the relevant message type/trigger.

<figure><img src="/files/P4dTRVX0EcdkmuY3laW6" alt=""><figcaption></figcaption></figure>

**Note:** Only one notification template can be activated for each message type at a time.

13. **If you wish to test a notification template**, select 'Test' from its row. An email will be sent to your Administrator email following the relevant template.

<figure><img src="/files/euLdHBKER7MlHsAio79Y" alt=""><figcaption></figcaption></figure>

14. **If you wish to delete a notification template**, select 'Delete' from its row, then confirm the deletion.

<figure><img src="/files/5aG2q8ZIl7VhVZ0caW9e" alt=""><figcaption></figcaption></figure>


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