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Administrator Guide
Last Updated: 2023-06-23
Example: Create Email Template for Collaborative Emails

Example: Create Email Template for Collaborative Emails

This example illustrates how to enable email notifications for collaborative actions in Worksheets, and how to create an email template using the
Collaborative Emails
 template behavior.
You're setting up Worksheets in your tenant, and you want your users to receive an email notification when they share, unshare, or comment with other users.
You consider the available email templates to use for these notifications and believe that the default email template generates impersonal notifications. You decide to replace the default email template with the collaborative email template to display a photo of the initiator alongside the message and link.
  1. Access the
    Edit Tenant Setup - Notifications
     task.
  2. In the
    Notification Delivery Settings
     section, select the
    System
     parent notification type.
  3. Enter these settings:
    Notification Types
    Workbook Access Additions
    Workbook Access Removals
    Workbook Comments
    Workbook Conversations
    Select the
    Override Notification Parent Type Settings
     check box.
    From the
    Rule
     prompt, select a routing rule that enables:
    • Email
       as a
      Channel.
    • Immediately
       as the
      Default Frequency
      .
    Select
    Create Notification Routing Rule
     when there aren't any routing rules.
  4. Click
    OK
    .
  5. Access the
    Create Email Template
     task.
  6. Enter these settings:
    Option
    Setting
    Email Template Name
    Enter
    Collaborative Notifications
    Email Template Behavior
    Select
    Collaborative Emails
  7. Click
    OK
    .
  8. Add 3 rows and enter these settings:
    Order
    Static Content / Dynamic Content
    a
    Select
    Worker Photo
     from the
    Dynamic Content
     prompt.
    b
    Select
    Main Body
     from the
    Dynamic Content
     prompt.
    c
    Select
    Collaborative URL
     from the
    Dynamic Content
     prompt.
  9. Click
    OK
     and
    Done
    .
When you share, unshare, or tag someone with access to the worksheet in a comment, that person receives an email notification using the
Collaborative Email
 template behavior.
The email notification contains these elements:
  • The name of the Worksheet that you shared.
  • Your worker photo.
  • Body text that you defined.
  • URL to the collaborated item.
The
Collaborative Email
 style also applies to Workday notifications.