Download the master template and notification email templates from Gallagher's Security Hub.
They can be reused to expedite workflow configuration.
Email notifications are used to send custom messages to the end users of Access Now, including approvers, requesters, and the access operations team. Notifications use master email templates to define the static elements like the footer, header, and branding. The content of the notification is added to the master template in place of the {ContentPlaceholder} marker.
Creating a new email notification
1
Open the Email Templates module
The module includes a list of all notification templates, including the master templates.
2
Click the + New Template button
This opens a window that allows choosing between creating a master template or a regular notification template. Choose the Regular Email Template option.
3
Insert the notification content (HTML or Plain text)
Enter the notification content in either HTML or plain text format. You may use the available variables, such as "Requester Name" or "Area Access Requested," to tailor your message. Preview shows the notification content without branding. Next, we will apply branding using the applicable master email template.
4
Set the content type
From the content type dropdown, select either HTML or plain text, based on the content used in the master template.
Ensure the Content type —HTML or plain text—matches the one used in the master template.
5
Choose the Master Template
Select the desired template from the Master Template dropdown. The notification email body, provided in the previous steps, replaces the {ContentPlaceholder} in the master template. Preview shows the email content with the branded template.
Customising Email Notifications with Variables
The email templates in AccessNow are constructed using HTML, allowing for complete customisation of their appearance and structure. Users have the flexibility to write their own templates using HTML code, which enables them to incorporate styling and formatting to match their organisational branding.
Use of variables
To dynamically include system data within the emails, AccessNow provides a list of pre-defined variables. By inserting these variables in the designated placeholders {}, the system automatically populates the emails with relevant information such as requester details or status.
Example Variables
People Data:
Requester Name: {Request.RequestFields[requestername]}
Cardholder Name: {Request.RequestFields[forcardholderfirstname]}
Cardholder Last Name: {Request.RequestFields[forcardholderlastname]}
Request Data:
Request Type: {Request.RequestType}
Request Status: {Request.CurrentStatus}
{Request.RequestFields[]}
Amend Reason: {Request.RequestFields[rejectreason]}
Access Area:
Area Requested: {Request.RequestFields[areasrequested][value:]}
Lift Group Requested: {Request.RequestFields[liftgrouprequested]}
Delivery and Collection
Collection Method: {Request.RequestFields[collectionmethod]}
Delivery Comments: {Request.RequestFields[deliverycomments]}
Triggering a Workflow from an Email Using a Workflow ID
Notification emails can trigger workflows to automate tasks. A typical example is enabling a cardholder to activate a new credential through a workflow.
To trigger a workflow from an email using a workflow ID, use the below link. Make sure to replace XX in the link with the actual workflow ID you'd like to trigger.
