Create and manage email templates

You can create email templates that can be used in combination with job activities to send email notifications when specific job activities are performed.

Note:

You may need to modify custom roles to retrieve organization members' email addresses with ArcGIS Arcade expressions.

Create email templates

To create email templates, do the following:

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, the Templates button 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. Type email addresses separated by a semicolon in the To, CC, and BCC text boxes as necessary, or use an ArcGIS Arcade expression to create a dynamic list of recipients.

   One email address	[e-mail]
   Multiple email addresses	[e-mail];[e-mail];[e-mail];[e-mail]
   One Arcade expression	"GetUser($CurrentPortal, JobOwner($Job))['Email']"
   Multiple Arcade expressions	"GetUser($CurrentPortal, JobOwner($Job))['Email']";"GetUser($CurrentPortal)['Email']";"GetUser($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)['Email']"

   Note:

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

   Tip:

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

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

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

   JobName($Job) + ' is ready'

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

   You can also use ArcGIS Arcade expressions to provide a dynamic value for the body. If the body contains plain text and Arcade expressions, you'll need to 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>.'

   Note:

   You must enable the HTML Notification option to use HTML tags in the Body text box.

10. Optionally, if your jobs include attachments, you can choose to include job attachments in the email notification using the following options under Include Attachments:
    • None—Don't include job attachments in the email notification.
    • All—Include all job attachment folders in the email notification.
    • By Folder—Type 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.

    Note:

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

11. Optionally, click Preview 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.

12. Click Save to save the email template.

Edit email templates

To edit email templates, do the following:

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, the Templates button 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 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.

8. Click Save to save the changes.

Delete email templates

Deleting an email template is permanent and can’t be undone. To delete email templates, do the following:

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, the Templates button 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 More Actions and click Delete.

   A confirmation message appears.

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

If you clicked Yes, the email template is deleted.