Create and manage email templates

You can create email templates and associate them with a job activity to automatically send email notifications when the specified action is performed in the job.

Before you can create email templates:

• You must configure email notification settings for ArcGIS Workflow Manager.
• You may need to modify custom roles to retrieve organization member's email addresses with an ArcGIS Arcade expression.

Create email templates

Complete the following steps to create email templates:

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Templates .

   Note:

   If you don’t have sufficient privileges, Templates is not available.

4. Click the Email Templates tab.

   The Email Templates panel appears.

5. Click Create New in the Email Templates panel.
6. Provide a name for the email template in the Template Name text box.
7. Provide email addresses separated by a semicolon in the To, CC, and BCC text boxes as necessary, or use an Arcade expression to create a dynamic list of recipients.

   At least one valid email address or Arcade expression must be provided in the To, CC, or BCC text box.

   Tip:

   Use the $newAssignee variable with the Assign Job automated action to automatically send an email notification to the new user assigned to the step. Email notifications will not be sent if the job has not been reassigned.

   One email address	[e-mail]
   Multiple email addresses	[e-mail];[e-mail];[e-mail];[e-mail]
   One Arcade expression	"GetUser($CurrentPortal, $newAssignee)['Email']"
   Multiple Arcade expressions	"GetUser($CurrentPortal, JobOwner($Job))['Email']";"GetUser($CurrentPortal, $newAssignee)['Email']";"GetUser($CurrentPortal, LastRunner($Job, 'f50d740d-cc04-9296-4ce3-181e82604465'))['Email']"
   Email addresses and Arcade expressions	[e-mail];"GetUser($CurrentPortal, JobOwner($Job))['Email']";[e-mail];"GetUser($CurrentPortal, $newAssignee)['Email']"

   Tip:

   Click This input supports Arcade Expressions and choose an Arcade expression to add it to its associated text box.

8. Provide a subject for the email notification in the Subject text box.

   You must provide a subject. The Subject text box cannot be left blank.

   You can also use ArcGIS Arcade expressions to provide a dynamic value for the subject. If the subject contains plain text and Arcade expressions, format the text as follows:

   JobName($Job) + 'is ready'

9. Provide the message text for the email notification in the Body text box.

   You must provide a message in the body. The Body text box cannot be left blank.

   You can also use ArcGIS Arcade expressions to provide a dynamic value for the body. If the body contains plain text and Arcade expressions, format the text as follows:

   '<b>' + JobName($Job) + '</b>, created by <b>' + JobCreator($Job) + '</b>, was started on <b>' + Text(Date(JobStartDate($Job)), 'dddd, MMMM D, Y') + '</b>.'

10. Optionally, include attachments in your email notification using the options under Include Attachments:

    Note:

    If a job contains multiple attachments, they are sent as a single .zip file and the job's attachment folder structure is maintained.

    • None—Don't include job attachments in the email notification.
    • All—Include all job attachment folders in the email notification.
    • By Folder—Provide a comma-separated list of job attachment folder names in the By Folder text box to specify the job attachment folders to include in the email notification.

      Note:

      Job attachment folders are contained in the workflow item and are not file system paths.

11. Optionally, click Preview email to preview the email.

    Note:

    If the email contains a job-specific Arcade expression, you must provide a valid job ID in the Preview Email text box before you can preview the Arcade expression. If the email contains an Arcade expression for the output value of a step, the step must be completed before you can preview the output value.

    The Email Preview window appears with a list of recipients and a preview of the subject and body.

12. Click Save to save the email template.

Edit email templates

Complete the following steps to edit email templates:

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Templates .

   Note:

   If you don’t have sufficient privileges, Templates is not available.

4. Click the Email Templates tab.

   The Email Templates panel appears.

5. Click the name of the email template you want to edit in the Email Templates panel.

   Tip:

   You can filter the list of email templates in the Email Templates panel by providing a search term in the Search Email Templates text box.

6. Update the email template as necessary.
7. Optionally, click Preview email to preview the email.

   Note:

   If the email contains a job-specific Arcade expression, you must provide a valid job ID in the Preview Email text box before you can preview the Arcade expression. If the email contains an Arcade expression for the output value of a step, the step must be completed before you can preview the output value.

   The Email Preview window appears with a list of recipients and a preview of the subject and body.

8. Click Save to save the changes.

Delete email templates

Deleting an email template is permanent and can’t be undone. Complete the following steps to delete an email template:

1. Access the Workflow Manager web app.
2. Click the Design tab.

   The Design page appears.

   Note:

   If you don't have sufficient privileges, the Design tab is not available.

3. Click Templates .

   Note:

   If you don’t have sufficient privileges, Templates is not available.

4. Click the Email Templates tab.

   The Email Templates panel appears.

5. Click the name of the email template you want to delete in the Email Templates panel.

   Tip:

   You can filter the list of email templates in the Email Templates panel by providing a search term in the Search Email Templates text box.

6. Click the More Actions button and click Delete.

   A confirmation message appears.

7. Click Yes to delete the email template or click No to cancel.