Temporary unavailability
From April, the ability to apply workflow email templates to workflows will be temporarily unavailable whilst we work on improvements. You can still create and edit templates during this time, but you will not be able to assign them to workflows until the feature is restored. Any existing configurations will be preserved and remain active. If you have any questions, contact CloudM Support.
Workflow email templates allow you to customise the notification emails sent during an offboarding workflow, so you can tailor them to your organisation's requirements.
Custom templates can be applied to the following offboarding events:
- Transferred Resources Email
- Completed Offboarding Email
- Failed Offboarding Email
- Request Approval Workflow Email
- Prompt for Resource Allocation Workflow Email
- Delete User Workflow Email
Permission required
The View and Edit Workflow Email Templates permission must be assigned to a user's role to access this functionality.
Create a new template
- Navigate to Workflows > Workflow Email Templates.
- Select Create New Email Template.
- Enter a name in the Name field between 2 and 50 characters. The field border will turn green with a tick if the name is valid, or red with an error message if the name is already in use or outside the character limit.
- Create your template content in the Content field.
Include the Workflow Generated Content variable
You must include the $workflowGeneratedContent variable in your template. Use the Add Variable list to insert it. Without this variable, the email will be missing critical event information when triggered. Add your custom text around this variable to personalise the template.
- Select Create to save the template.
Edit an existing template
- Navigate to Workflows > Workflow Email Templates.
- Find the template you want to edit. If you know the name, use the Search Email Template field to filter the list.
- Select the template to open it.
- Select Edit, make your changes, and select Save.
Delete a template
When you delete a template it is automatically unassigned from any workflow it is applied to.
- Navigate to Workflows > Workflow Email Templates and select the template.
- Select Actions > Delete.
- Select Delete on the confirmation dialog.
Add a tag to a template
Tags help you organise and search for groups of templates. For example, you might create a tag called "Prompt for Resource Templates" to group related templates together.
- Navigate to Workflows > Workflow Email Templates and select the template.
- Select Actions > Tags.
- In the Edit tags dialog, type in the field to filter existing tags or create a new one. A green tick indicates the tag name is unique.
- Select Add. The tag will appear under the Tags section.
- To remove a tag, select the Delete icon next to it.
- Select Save to confirm your changes.
Assign a template to an offboarding workflow
You can assign a different template to each offboarding workflow, whether for a specific OU or Smart Team.
Workflow settings emails
To apply a template to the Transferred Resources, Completed Offboarding, or Failed Offboarding emails, navigate to Workflow Settings for the relevant OU or Smart Team.
- Find the relevant email notification in Workflow Settings.
- Select Add and choose your template from the pop-out window.
- Edit the subject line if needed.
Step-specific email notifications
To apply a template to the Request Approval, Prompt for Resource Allocation, or Delete User emails, the corresponding step must be included in your offboarding workflow.
- Select the step in your workflow to open the step settings.
- Select Add and choose your template from the pop-out window.
- Edit the subject line if needed.
FAQs
What if I don't select a workflow template?
If you do not select a template, the default notification email will be sent for each event. Emails will always be sent regardless of whether a template is assigned. If you do not need to customise your notifications, no action is required.
Need help? Contact CloudM Support