The Email Configuration allows administrators to tailor notifications for different user roles by setting up custom email templates.

Each role can receive specific emails based on actions taken within the system, such as applying policies, completing activities, or awarding events.

Email Configuration

Overview

The email configuration page can be found via My Company > Manage Email Notifications.

On the left, there are three tabs that can be enabled or disabled overall, each offering a different set of email notification settings for Policies, Activities, and Events.

For each of these sections, emails can be tailored to specific roles, and each role can have its email settings toggled on or off. These roles include Individual, Manager, Supervisor, Second Line Manager, Second Line Supervisor, Administrator, and General.

Individual Email Settings

Each email has two key settings:

• Email Toggle (ON/OFF): Determines whether an email is sent for a specific action.
• Manage (applicable if email is enabled): You can update the subject and body of the email, and set applicability rules for these emails.

Different job roles, such as Manager, Supervisor, and Administrator, may have varying email notifications available depending on their responsibilities within the system.

Manage Emails

Customizing Emails

Within the Manage Email section, administrators can customize email notifications by editing both the subject and body of each template. Multiple templates can be created, each with specific rules defining which activities, events, or policies the email relates to, as well as conditions determining who is eligible to receive the notification.

Dynamic placeholder tags can be inserted to tailor emails for each recipient. These placeholders allow for the inclusion of specific details such as the individual’s name, the associated activity, event, or policy, and links to relevant pages.

The format for these placeholder tags is @*placeholder*@. Below are some examples:

• @*recipientName*@: Inserts the recipient’s name.
• @*activityName*@: Inserts the name of the activity.
• @*policyName*@: Inserts the name of the policy.
• @*eventName*@: Inserts the event title.
• @*linkToPolicyButton*@: Adds a dynamic link to the relevant policy.

These placeholders are selectable from the right-hand side of the email configuration screen, and the options may vary based on whether you're working with policies, events, or activities.

Email Rules and Conditions

The system allows you to set:

• Applicability Rules: Specify under which conditions an email is triggered based on the type of activity, event, or policy.
• Recipient Conditions: Define which roles or individuals should receive emails for a particular action.

Multiple rules can be applied to each email template, enabling detailed and flexible configurations for each role and notification type.