Email templates

Email triggers are set within workflow steps. The appearance and wording of the messages are customisable. AccessNow sends email notifications e.g. to the requesters about their request status and to approvers to niofify them about new tasks.

Pe-configure Email Templates

AccessNow offers a set of predefined email templates designed to simplify the notification process for users. These templates serve as a quick-start option, allowing organizations to efficiently communicate routine updates such as request statuses and new tasks without extensive customisation. Users can adopt these templates as they are or modify them to better fit their specific requirements and branding guidelines.

The list below lists all the default email templates provided with the system.

Name	description
Contact the Team - Notification Template	Template for contacting the Security team about the status of the request.
[Credentials] Requester Notification - Amendment	This notification alerts the requester that their credential request requires amendments.
[Credentials] Requester Notification – Completed	In the credentials workflow, it alerts the requester upon completion of the request. It includes a button to activate a physical card.
[Access OnBehalf] Approver Notification – New Task	Used when a request is submitted on behalf of someone else. Alerts an approver of a new task in an access request workflow.
[Access OnBehalf] Occupant Notification – Submitted	Used when a request is submitted on behalf of someone else. Notifies the person for whom the request was submitted.
[Access OnBehalf] Requester Notification – Completed	Used when a request is submitted on behalf of someone else. Notifies the requester upon completion.
[AccessOnBehalf] Occupant Notification – Completed	Used when a request is submitted on behalf of someone else. Notify the person for whom the request was made upon completion.
[Access] Approver Notification - New Task	Alerts an approver about a new task assignment in an access request workflow.
[Access] Requester Notification – Completed	Used in the access workflow. Notifies the requester upon completion.
Approver Notification: Task Assigned	Applicable to any workflow, this serves as a notification to alert an approver of a newly assigned task.
Requester Notification – Completed	Applicable to any workflow, this serves as a notification about a completed request.
Requester Notification – Declined	Applicable to any workflow, this serves as a notification for the requester about a declined request.
Requester Notification – Failed	Applicable to any workflow, this serves as a notification to the requester about a failed request.

Customising Email Templates

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.

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.