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Creating an Email Template

You can create an email template for different Identity Management Systems and Lifecycle events and use it in flows.

  • Step 1: On the Email Templates tab on account setting page, Click on the New Email Template button on top, enter Template Name and Choose Application. The email template will be visible in the flows with Identity Management as the Chosen Application. For example, if you create a template for Entra ID, then the email template will be only visible for flows which have Entra ID as their Identity Management.

    Note that email templates created with “Hybrid or On-Premise AD” will be visible in flows with Hybrid as well as Active Directory as their Identity Managemet System.

    Creating New Template

    Figure 1. Entering Template Name and choosing Identity Management System.

  • Step 2: After Choosing Lifecycle Event template form will appear. Select lifecycle event for which you want to create the template. An email template can be created for multiple lifecycle events. The template will be visible in different lifecycle event(s) on the Communication Hub page while creating Hire2Retire workflow. You can check Define a condition based on Directory attributes to receive mail where the condition(s) will be defined of Directory attributes such as first select attribute then operation for it and then define the condition according to requirement. You will receive mail when the condition(s) of attributes are satisfied.

    Choosing Lifecycle Event

    Figure 2. Choosing Lifecycle Events for the template

  • Step 3: Fill the email format. From field is by default hire2retire@robomq.io and disabled. You can fill multiple comma seperated values in To, cc, Bcc. You can also check Notify Manager Checkbox if they want to send mail to the the manager. Note that it is mandatory to fill either one of two fileds, i.e., To or Notify Manger. Reply to field signifies the email of person who should get reply if someone replies to an email sent from hire2retire@robomq.io. Every field supports mapping from the mapping table available.

  • Step 4: Fill the mandatory subject and body field. Email body supports multiline text. A toolbar is also present in the email body, which supports editing tools like font styling, font size, and adding links. It also provides options for users to add images and signatures to the body. Additionally, you can attach files to your email using this toolbar.

    Filling Template

    Figure 3. Filling template

    You can also choose the atrributes from Append previous and new value of the selected attributes to message body so, that if you made any changes in the selected Directory attributes while performing any lifecycle events then the email will be received with the updated attributes detail. After filling all mandatory fields, click on the Save button. The expansion panel will close. You have successfully created your email template.