Email- Templates

Templates

The Template page allows users to efficiently create, manage and deploy consistent email messages for various workflows and business needs. Email templates help streamline communications by letting users reuse predefined structures, saving time and ensuring uniform high-quality messaging across teams.

Access the Templates tab via Toku Admin Portal > Configuration > Email > Templates. 
Page screenshot is available below.

Email Template Count: Displays the count of total number of Email Templates created in the selected LOB. 

Add Email Template Button: There is a   button which can be used by an admin to create a new Email Template. Clicking on the button opens up new page to add the necessary details and create a new Template. More details can be read in Add/Edit Templates section.

Search Tab: Allows users to search within 'Email Templates' list dashboard. Users can search with any keyword from the Template Name field.

Field Name	Definitions
Template Name	Name of the Template given by the admin user
Queues	Number of queues associated with this Template. Click on the individual row entry to see the exact queue names.
Created On	Timestamp at which this Template was initially created
Template Status	Indicates the current lifecycle stage of the template whether it is a 'Draft' or 'Published'. Templates with 'Draft' status are still being edited and changes are only effective after being published. Ensure to publish after any change is made.
Status	Allows admin users to activate or deactivate the Template. Templates will only be available in the agent portal when it is in Active Status.
Action	Opens up the edit page for an existing template. More details can be read in Add/ Edit Templates section Allows the admin user to delete a Template. Once deleted, Template can no longer be recovered. It is recommended to set the status to 'Inactive' for temporary deactivation.

Add/Edit Email Templates: Add and Edit are two separate pages with the same fields. However, when Add Email Template page is opened all fields are empty, which are to be filled to create a new template.

On the contrary, the edit Email Template page opens up an existing email template with all the fields previously added/updated being shown. Using this page, Email Template details can be updated. 

Screenshot of Edit and Add Email Template pages:

Cancel Button: Clicking this takes user back to the Email Templates dashboard without saving the changes in Add/Edit Email Template page.

Save Draft Button: This can be used to save the changes done in the Add/Edit Email Template page. When this button is clicked, the changes will be saved but will not be effective until the Publish Button is clicked. The Email Template will remain in Draft Status. If the status is 'Active', previously published version will be visible on portal. Remember to switch the toggle to 'Inactive' if draft is still in progress and you no longer wish to use the previously published version.

Publish Button: This can be used to make sure the changes made are effective and the Email Template is in the Published Status.

Fields in the Add/ Edit Email Template Form:

Note: Any field marked * will be a mandatory field and must be entered to successfully create or edit an Email Template