Email Notification Customization

[Yaseen2]

Dear All,

I've been requested to customize all notification emails that send to the users (all type of emails in including approval and assignment, and other tasks) to a more user friendly and good looking emails that have images and more organized texts, so my questions are : 1. is it recommended to modify the templets to have images

2. What is the easiest way to achieve it without too much customization.

Thanks a lot

[Carl Fransen1]

Hi Yaseen,

We had our initial implementation done with the images inside the actual notification emails themselves and this caused issues when we modified our logo (after a takeover) and we also updated names and signatures.

I have moved to using the templates and layouts to ensure I only ever need to update one place in the future.  These are great and I wouldn't do it any other way.  These are both HTML capable so you can format your text and add pictures etc.. as needed.

I used the 'Email Layout' to store the IT signature, and in our case another one to store the HR signature.  This is called on ALL notifications and ensures the logo and friendly signatures are attached.  To link these to my emails I had to use an email template as you can't link directly to an 'Email layout' from the notification.

In the Notification you select the template - say 'IT Signature template', see below:

Inside the template you link it to the 'Email Layout' see below:

For most of my Templates - these are all blank as all I want is to attach the signature/logo from the 'email layout'.

I do have some templates with text, this is where we have the same text appearing in multiple emails - so in this case I only enter the test once and then link to it from the notification.

Hope this helps - let me know if you need any assistance.

Cheers Carl.

[Yaseen2]

Dear Carl,

Many thanks for your response, since I'm still new, please be patient, I need to have things clear, when will the layout will be reflected on the emails, what I mean I've tried to create a new layout and a new templet, and tried to test incident creation notification, so I've created a new notification during the notification definition there is no filed for layout, only for template, since my test layout has the colors and company logo as you've advised, what am I missing.

many thanks

[Carl Fransen1]

Hi Yaseen,

Happy to help where I can, so hopefully we'll work it out together.  Remember the relationship is 'Notification --> Email Template --> Email Layout'.

So you can only attach an Email Template to a 'notification' and you can only attach an 'Email layout' to an 'Email Template'.  Sounds like you are trying to attach the 'Email Layout' to the 'Notification'.

One other place to look is the email log.  Navigate to 'System Logs>Emails' and you can see then notifications being sent.  Inside the log entry you can see which email notification is being used to send the notification - check that the system is actually sending the one you think it should be, it might be sending another one and therefore not working as you are expecting, see below for the section in the email log:

Try to work through the relationship explained - but if you still have any trouble please attach screenshots of your 'Notification', 'Email Template' and 'Email Layout' so I can see what's going on.

Hope this helps

Carl.

[Yaseen2]

Hi Carl,

Sorry for the late response, but it took me a little bit to figure out the concept, please check below notification and layout sample, beside html code, what i need the vertical line to be connected with horizontal line from both images, and subscribe | unsubscribe didn't appear

Layout sample:

Incident sample:

Change sample:

HTML CODE:

<p style="text-align: left;"></p>
<table style="width: 613px; background-color: #272822;" height="349">
<tbody>
<tr>
<td style="background-color: #ffffff;">
<table style="font-family: arial; width: 559px; text-align: center; max-width: 800px; margin: auto;">
<tbody>
<tr>
<th colspan="2" style="color: #e6db74; height: 50px; border-bottom: 1px solid #81878f; background-color: #ff0000; padding: 15px 0px 15px 30px; text-align: left;"><img src="sys_attachment.do?sys_id=2fa59bb9db9f13409ac6ee805b961922" vspace="" hspace="" border="" align="baseline" alt="" title="" style="align: baseline;" />&nbsp;</th>
</tr>
<tr>
<th colspan="2" courier="" new="" color:="" 000000="" background-color:="" ffffff="" font-size:="" 16px="" background-image:="" url="" background-repeat:="" no-repeat="" text-align:="" left="" height:="" 10px=""><img src="sys_attachment.do?sys_id=ff5434eedbdf53409ac6ee805b961970" vspace="" hspace="" border="" align="left" alt="" title="" style="align: left;" /></th>
</tr>
<tr>
<td style="width: 10%;"><img src="sys_attachment.do?sys_id=bb6434eedbdf53409ac6ee805b96193f" vspace="" hspace="" border="" align="left" alt="" title="" style="align: left;" /></td>
<td style="width: 90%; text-align: left;">${notification:body}</td>
</tr>
<tr>
<th colspan="2" style="color: #ffffff; height: 50px; background-color: #ffffff; font-size: 16px; padding-left: 30px; text-align: left;">
<p><span style="color: #000000;">${NOTIF_UNSUB} | ${NOTIF_PREFS+link_text="Manage Preferences"}</span></p>
</th>
</tr>
</tbody>
</table>
</td>
<td align="center"></td>
</tr>
</tbody>
</table>
<p></p>