Mail Templates

Instructions

Key Components of Email Content

Subject:

• You can enter a static subject: New Support Request Submitted
• Or use dynamic columns from the list: [Title] – Status changed to [Status]

Click Add column > Add to subject to insert columns into the subject line.

Body:

Use the rich Visual Editor to format the body content or switch to Code View (</>) for custom HTML.

You can:

• Insert column values from your list
• Add bold, headers, font colors, and tables
• Insert hyperlinks and formatting
• Add record attachments (if list supports attachments)

Example email body (Html):

<h2>New Support Ticket Created</h2>

<p><strong>Title:</strong> [Title]</p>

<p><strong>Requester:</strong> [Requester]</p>

<p><strong>Category:</strong> [Category]</p>

<p><strong>Description:</strong><br/>[Description]</p>

<p>🔗 <a href="[DisplayFormURL]">View Request</a></p>

Additional Settings

• Include updated columns – Only shows columns that were changed.
• Highlight updated columns – Visually highlights changed columns.
• Attachments – Include list attachments in the email (if enabled).
• Share template – Allow other users to reuse the email template (available only in classic templates).
• Link reusable templates – Allows you to connect your email rule with a reusable template created by you or an administrator. You can also open the template editor directly from this section to create or modify templates as needed.

Real Example: New Support Request Alert

Use case: You want to send a confirmation email when a new support request is created.

• Subject: [Category] – New Request from [Requester]
• Body:

<h3>Support Ticket Submitted</h3>

<p><strong>Submitted by:</strong> [Requester]</p>

<p><strong>Phone:</strong> [Phone]</p>

<p><strong>Status:</strong> [Status]</p>

<p><strong>Details:</strong><br/>[Description]</p>

<p>📝 <a href="[DisplayFormURL]">Click here to view the request</a></p>

Enable “Include updated columns” to send only relevant changes in follow-up alerts.

Tips & Best Practices

• Name your templates clearly: Support – New Ticket Notification
• Craft clear subjects with key info like: [Title] – Status updated to [Status] by [Modified By]
•  Use the visual tools in the editor:
• Tables – organize column data neatly.
• Link Tool – insert links to resources or item forms.
• Color & font styling – highlight important content.

• Test your alerts using sample items before deploying to production.

See the Email Best Practices section to consider and plan effective email content.