Sending task notifications through Email Templates

System administrators can produce task notifications through email templates, enabling flexibility for messaging and branding. These email templates are System email templates. Task notifications include System Email Template with the code value INCIDENT. If the INCIDENT template does not exist, ClientSpace uses the original notification style. For emails generated from the INCIDENT template, the Email Admin dashboard displays TaskSystemEmailTemplate in the Source column (otherwise displays Task).

Note:  If the logged in user is a notify user on the task, ClientSpace will not send an email notification to that user, but will notify other users: Owner, Assigned To, and Subscribers of the task.

System Email Templates include:

• The System Email Template for Incidents contains the Task Comments field (The Comments field is not included in the fields that changed list).

• On creation of a new Task, the Updated By User replace field populates.

Note:  By default, ClientSpace provides an INCIDENT Email Template.

To create a System Email Template for task notifications:

1.

Go to System Admin > Email Templates.

The Email Templates dashboard opens.

2.

Click Add.

The Add Email Template form opens.

3.

Complete the form. For Type, select System.

Type	For Task Notifications: Select System. For Case Discussion Replies: Select System. For system-level templates. Use System to configure Case Discussion Replies. This type is designed for dataform and system notifications. When System is selected, additional fields are enabled, and the workflow steps are not displayed. Subject line of the email generated by this template. Available when the type is System. Body is used to generate the body of the email. Use the rich text controls for formatting items such as font and background color. Field replacement can also be used to insert application data. Available when the type is System.
Template Code	Type code is INCIDENT.
Template Name	Provide a short, descriptive name for your template. Displays in the email template list.
Description	Provide a useful description of the email template.
Execute On	Will this email be sent the first time the form is saved (Insert), only when the form is changed (Update), or every time (Insert or Update)? When there are changes to the dataform that you selected in Triggering Form, the Execute On value controls triggering for Insert, Update, or both Insert and Update.
Merge Procedure	Select an optional Merge Procedure here to provide additional system information for field replacement. The procedure can be selected from any stored procedure in the system with a name containing emailtemplate_merge_proc. Merge Procedure A Merge Procedure is a piece of prepared SQL code that can be reused over and over again. also determines the fields that are available to use in field replacement.
Workspace Templates	Select the Workspace Templates Workspace Templates are special workspaces used for cloning during the Workspace creation process. In this way, ClientSpace allows you to set up multiple workspace configurations (such as an industry-specific Workspaces with a specific, limited list of TOC items) then choose how you want the workspace to look and feel by selecting the appropriate template during workspace creation. to receive this email.

4.

Click Save.