Define email templates

Email templates are used to send messages that include information that does not change from message to message. Admins can choose which fields are included in a template, and design the layout of a message.

Sharing between spaces

Templates can be defined for shared spaces and workspaces. This section describes how to work with shared and non-shared templates.

Isolated spaces

Templates cannot be defined at the space level when the space is isolated. Instead, admins for a workspace can define a template in that individual workspace.

The template is available in that individual workspace only.

Shared spaces (Enterprise Edition)

Admins can define templates in shared spaces and associated workspaces.

  • Shared space. The admin can add and modify a template defined in the shared space.

    The template is available to all associated workspaces.

  • Associated workspaces. The template defined by the admin in the shared space is available to all associated workspaces.

    The template defined by the admin in a workspace is available to that individual workspace only.

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Design templates

This section describes how to define templates for emails sent from ALM Octane.

Before working with templates, define any custom fields you need. For details, see Customize fields.

To design email templates:

  1. In Settings > Spaces, select the shared space or workspace where you want to create a new template.

  2. Click Entities and select an item.

  3. Click Email.

  4. To add a field, click Add field.
  5. To change the order in which fields are displayed in the template, select a field and click the Move Up or Move Down buttons.

    Note: Memo fields must be placed above or below the Details section. Use the Move Up or Move Down button to place it accordingly.

  6. To delete a field, select a field and click Delete.
  7. In the Email Subject Prefix field, type a prefix for the email subject.

    Example: workspace name: {name}

    When using multiple fields, each field must be enclosed in curly {brackets}.

    Example:

    Let’s assume we have a defect, where name=defect A, severity=High, phase=new, workspace_id=1002, workspace_name=ws1

    Example 1:

    Email Subject Prefix input: \{Octane\} workspace id: {workspace.id} workspace name: {workspace.name}

    Email Subject Prefix output: {Octane} workspace id: 1002, workspace name: ws1

    Example 2:

    Email Subject Prefix input: defect name: {name}, severity: {severity}

    Email Subject Prefix output: defect name: defect A, severity: High

  8. To save changes, click Save.
  9. Click Set as default if you want to use this template as the default.

  10. To reset the template layout, click Restore.

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Applying email header and footer

You can customize the header and footer of the emails sent from ALM Octane.

To customize the email header and footer:

  1. In Settings > Spaces, select the shared space or workspace. Select Defaults.

  2. To replace or remove, hover over the header.
  3. To edit the footer, click the footer.
  4. To save changes, click Save.
  5. To reset the header and footer, click Restore.

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