Workflow Automation Email Template Guide

Overview

The email templates outlined in this guide support OmegaAI and Blume-related communications. The email content (verbiage) is fully customizable to align with your organization's specific requirements.

The Email Template feature within Workflow Automation has been enhanced to offer a more organized and user-friendly experience. While the core functionalities remain the same, the interface has been updated from a tile/card layout to a structured grid format, allowing for improved clarity and ease of use.

This guide covers the following:

• Navigating the updated email template interface
• Creating and editing email templates
• Configuring the Reply-To email functionality
• Previewing and saving templates

A. Accessing Email Templates

• Navigate to the Workflow Automation section.

  

• The Email Templates will be displayed in a table format for improved visibility.

  

• Click on a workflow automation item to access the Email Template screen.

• From this screen, you can:

  i. Create a New Template

  ii. Edit an Existing Template

  

B. Default Email Templates

All organizations are provided with a set of default email templates—for example, Invite Email, Appointment Email, Cancellation Email, etc., each pre-filled with standard verbiage.

• These templates can be edited by clicking the (pen) icon next to the template in the list.
• Organizations can choose to update the existing template or save it as a new template after making changes.
• If a template is not needed, it can be deactivated at any time.

These templates apply to both OmegaAI and Blume Communications, and the content can be tailored as per organizational needs.

C. Creating a New Email Template

To create a new email template:

• Click Create New Template.

  

• Enter a Subject Line, which will appear as the email subject in the recipient’s inbox. Additionally, this subject line will be reflected as the header of the email template.

  

• Specify a Reply-To Email (optional). This is the designated address for recipient replies.

  

• Customize the template using the Email Editor:

  a. Adjust font styles, sizes, and colours b. Format text alignment and layout c. Design the email to align with organizational requirements

  

• Before finalizing, use the Test Email feature.

• Enter a recipient email address in the Test Email field.

• Click Send to preview how the email will appear in an inbox.

  

D. Editing an Existing Email Template

1. Select the desired template from the grid view.

2. Modify the content as needed using the Email Editor.

   1. To adjust font style or colour or insert an image, simply click on the text/content you wish to modify, right-click to open the rich text editor, and make your changes accordingly.

3. Use the Test Email option to validate the formatting and structure.

4. Click Save (bottom-left) to apply the updates.

   

Once saved, the updated template will be reflected in the table view.

E. Reply-To Email & Footer Configuration

• The Reply-To email field is optional and is disabled by default.

• If left disabled, the footer will remain unchanged, and no support email or text will appear.

• If the Reply-To toggle is OFF, a default footer message will appear: “This is an auto-generated email. Please do not reply.”

• To enable it:

  a. Toggle the Reply-To option ON.

  b. Enter the preferred email address (not limited to a support email).

  

• Once enabled, the Reply-To email will be displayed in the footer of the email template. In this case, a new footer message will read: “All replies will be sent to the provided email, and the facility will get back to you shortly.”

F. Saving & Managing Templates

1. Click Save (bottom-left) to store changes.
2. Once saved, the template will appear in the table view within the Workflow Automation module.
3. Users can modify, delete, activate, or deactivate templates as needed.

G. Key Enhancements in the Updated Interface

• Layout Change: Transition from tile/card view to grid/table view for better organization.

• Footer Update:

  a. Previously, users could select a footer; now, it remains fixed.

  b. The Reply-To email will only appear if manually enabled.

• Enhanced Flexibility:

  a. The Reply-To field is now editable and not restricted to a support email.

  b. Users have full control over email customization and distribution settings.

Note:

The updated Email Template feature provides a streamlined, efficient approach to managing email communications. With an improved grid layout, flexible Reply-To settings, and enhanced customization options, users can create professional, well-structured email templates with ease.

Optimize your workflow by leveraging these enhancements today!