How to edit email notifications

This guide will show you how to edit the email notifications on your platform.

Your platform can send automatic or manually invoked email notifications for certain activities. These can range from sending automatic reminders that a ranking process is about to expire to emailing panellists their annual invoices. You edit the title, subject, and email body contained within these templates so that they are configured to the way you do business.

Before diving into the documentation, you can watch this video for an introduction.

https://www.tella.tv/video/customizing-email-notifications-85t6

You must be provisioned with an account administrator role to view and change these settings on your platform.

Your platform has a series of email templates. To view them, go to "Organisation" under "Admin" on the left-hand menu, then "Emails" on the top menu.

Here is a list of email templates can be edited.

Name	Description	Email ID
Add task	Sending a notification to the assignee about a new task	ID: Imm-e-110
Edit task	Sending a notification to the assignee about an edited task	ID: Imm-e-111
Reasssigned task	Sending a notification to the previous assignee about an edited task	ID: Imm-e-112
Delete task	Sending a notification to the owner about a deleted task	ID: Imm-e-113
Completed task	Sending a notification to the owner about a completed task	ID: Imm-e-114
Uncompleted task	Sending a notification to the owner about a task marked as uncomplete	ID: Imm-e-115
Request Availability	Sent by Host to Request a Guests Availability	ID: Imm-e-120
Correspondence	Sent by guest to another guest	ID: Imm-e-130
Intake Form submission - Admins	This is sent to admins after an intake form has been submitted	ID: Imm-e-140
Intake Form submission - Applicants	This is sent to applicants of after an intake form submission	ID: Imm-e-141
Intake Form submission - Respondents	This is sent to respondents of after an intake form submission	ID: Imm-e-142
Capture further details submission	This is sent to participants of a dispute after a capture further details form has been added by admin	ID: Imm-e-200
Matter invite	Sent for when adding a member to a dispute. It doesnt include the conference date / time but still has access link	ID: Imm-e-150
Calendar invite	Sent for an Immediation video conference	ID: Imm-e-151
Conference deleted	Sent when the a conference has been deleted.	ID: Imm-e-166
Matter closed	Sent when the dispute has been closed	ID: Imm-e-152
Matter reopened	Sent when the dispute has been reopened.	ID: Imm-e-153
Panel invite	Sent to an expert panel member when they are invited to a dispute	ID: Imm-e-160
Panel voting has started	Sent to the respondents / claimants when voting has started for the expert	ID: Imm-e-161
Panel ranking ended	Sent to the admins of the whitelabel when voting has ended and time to review the short list and appoint the expert	ID: Imm-e-162
Panel approved	Sent to expert panel member who has been approved and is now part of the dispute	ID: Imm-e-163
Panel voting reminder	Sent to the respondents / claimants that voting has 24hours left	ID: Imm-e-164
Panel neutral selection	Sent to the panel members when they are added to a dispute	ID: Imm-e-165
Unsuccessful outcome	Sent to the unsuccessful panelist	ID: Imm-e-178
Fundholding deposit	Fundholding deposit invoice email	ID: Imm-e-170
Filing Fee	Filing Fee invoice email	ID: Imm-e-171
Administrative Fee	Administrative Fee invoice email	ID: Imm-e-172
Fundholding invoice	Fundholding invoice email	ID: Imm-e-173
Panels Admin Fee	Panels Admin Fee email	ID: Imm-e-174
Generic invoice	Generic invoice email	ID: Imm-e-175
Panelist invoice	Panelist invoice email	ID: Imm-e-179
Invoice paid receipt	Invoice paid receipt	ID: Imm-e-180
Availability reminder	Availability reminder	ID: Imm-e-201

These steps will show you how to edit the "Generic Invoice" template, but they can also be applied to editing the other email templates.

1) Navigate to "Organisation" -> "Emails" and then select "Generic Invoice".

2) You will notice the Email ID at the top. This is the unique identifier of all emails generated by your platform. You can see that the ID of the generic invoice email is "ID: Imm-e-175".

If you want to edit an email notification but want to confirm if you are editing the correct one, check the email ID sent on the notification in your email inbox. It will appear below the footer of the email notification. You can use this number to check that the email notification template you edit corresponds to the same email.

2) Unselect this tick box if you want this email disabled. By default, some emails may be disabled when your account is created.

3) Edit these fields to modify the title and subject on your email notification.

4) Edit these fields to modify the email content within your email notification.

5) Use these handlebars in your email subject, title, or body. This is similar to a mail merge feature where the variables are populated dynamically when the email is sent. For example, Dear {{RECIPIENT_NAME}} would insert the participant's name to whom the invoice is addressed when generated.

6) Once you have made your changes, scroll back up to the top and click on 'Save.' You can check your changes by invoking the event that triggers the email notification to test them. You can also repeat steps 1-5 if you need to make additional changes.

Updated on: 16/02/2025

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