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Setting Up Email Templates

Flow Path uses email templates to automatically inform users about relevant changes in an entry.
Different events are available for each entry type Task, Question, and Information, for which an email template can be defined.
Once one of these events occurs, Flow Path sends a corresponding notification based on the assigned template.

Info

Standard email templates are already available in Flow Path.

For each process, automatic email notifications can be set up for the entry types Task, Question, and Information. The templates stored for this purpose can be adjusted if necessary and will be automatically used when the respective event occurs.

Creating Email Templates

Follow these steps to create or adjust email templates for Flow Path:

  1. Start in the Flow Path – Administrator role center.
  2. Open the Setup section in the menu bar and select Email Templates.
  3. A standard email template is already available for each process.
  4. Select the desired template and click on Edit.
  5. Adjust the Subject of the selected email template.
  6. Create or edit the content of the email template in the HTML Editor section.
  7. Under Template Exists, you can immediately see whether an email template still needs to be set up or if everything has already been configured.

Tip

This is a "What You See Is What You Get" editor. This means you can edit the email template in the normal view and still receive a correct .HTM file.

Placeholders Used for Flow Path Email Templates

The following placeholders are available for the respective Flow Path events and can be used when creating email templates. The placeholders are predefined by the system and cannot be changed.

Entry Type Placeholder
Question %1 = Overview of the Creator Table, %2 = Business Central Website Link
Information %1 = Overview of the Creator Table, %2 = Business Central Website Link
Task %1 = Overview of the Recipient Table, %2 = Overview of the Creator Table, %3 = Name of the Creator, %4 = Business Central Website Link

Importing Email Templates

Standard email templates for various processes are already available in Flow Path. The subject and content of the email templates can be individually adjusted to tailor the notifications to your own requirements.

However, the associated processes and events cannot be changed. This ensures that a suitable email template is always available for each process and event, allowing notifications to be reliably sent.

  1. Use the global search and enter Flow Path - Email Templates. Alternatively, you can open the Email Templates page through the role center under Setup.
  2. Select the row of the process for which you want to import an email template, and then select the Import action.
  3. Choose the HTM email template from your file system. You can import the file via drag & drop or alternatively search manually in your folder structure for the desired HTML file.
  4. The email template you imported will be displayed in the HTML Editor.

It is possible to edit email templates directly in Business Central using the HTML editor located on the email template page.

Note

If there are characters (<>) in the HTML editor that are normally only found in the HTML file, the file may be corrupted.

Exporting Email Templates

In some cases, it may be necessary to export email templates to back them up or import them into another environment. The export allows existing templates to be easily transferred and reused in other systems or tenants.

  1. Use the global search and enter Flow Path - Email Templates. Alternatively, you can open the Email Templates page through the role center under Setup.
  2. Select the row of the process for which you want to export an email template, and then select the Export action.
  3. After executing the Export action, the email template will be saved locally on your computer.

Deleting an Email Template

If the content of an email template is deleted, the association with the process, type, and subject of the template remains intact. When the corresponding event is triggered, an email will still be sent. In this case, the email will contain no content, while the stored subject will still be displayed.

Follow these steps to delete a Flow Path email template:

  1. Use the global search and enter Flow Path - Email Templates. Alternatively, you can open the Email Templates page through the role center under Setup.
  2. Select the row of the process for which you want to delete the email template, and then select the Delete action.
  3. In the list of email templates, you can see in the Template Exists column whether an email template is stored for the respective processes.

Info

If you want to disable notifications, you need to deactivate the corresponding scenario in the Notification Setup.

See also