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# Email templates

You can design an email template for each entity, customize the email header and footer, and add a security tag to the email subject.

Email customization is set at the shared space level.

In this topic:

## Design templates

Define an email template for each entity. The template includes the fields that will be listed in the email for the selected entity, the subject line, and description.

To design an email template:

1. Open the global menu and select Administration > General Settings.

2. Select a shared space .

3. Select the Entities tab and select an entity.

4. Select the Email tab.

5. Examine the fields that appear by default. To add a field, click Add field. To delete a field, select it and click Delete.

6. To change the order in which fields are displayed in the template, select a field and click Move Up or Move Down.

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

7. In the Email Subject Prefix field, enter a prefix for the email subject. Each field must be enclosed in curly brackets.

   Example: `\{OpenText Core SDP\} – {workspace.id} – {severity}`

   Example:

   1:

   Prefix script: `\{OpenText Core SDP\} workspace id: {workspace.id} workspace name: {workspace.name}`

   Output: `{OpenText Core SDP} workspace id: 1002, workspace name: ws1`

   2:

   Prefix script: `defect name: {name}, severity: {severity}`

   Output: `defect name: defect A, severity: High`

   Note: The subject prefix is used for emails generated automatically by business rules and notifications. It is not used for emails sent manually by a user via the toolbar command.

8. To include a link to the document report generated by a release process auto action, select the Auto Action entity in the Entities pane and make sure the Output properties field is included. For details, see Auto actions.
9. To save your changes, click Save.
10. To reset the template layout, click Restore.

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## Customize email header and footer

You can customize the header logo and footer of the emails that are sent.

To customize the email header and footer:

1. Open the global menu and select Administration > General Settings.

2. Select a shared space .

3. Select the More settings > Emails tab.

4. To add a header, click the Upload button and select an image file to upload.

5. To remove the header, hover over the header logo, and click the Remove Picture button .

6. To replace the header, hover over the header logo, click the Update Picture button , and select a different image file to use for the logo.

7. To edit the footer, click the footer, and make the necessary changes.

8. To save changes, click Save.

9. To reset the header and footer, click Restore.

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## Add a security tag

You can add a security classification tag to email subjects to ensure that the emails are allowed by your organization's mail server.

To define the security tag, configure the mail_subject_suffix parameter. For details, see Configuration parameters.

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See also:

- Collaborate

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