Creating and Managing Standard Email Templates in Template Manager

Overview

This guide explains how to create, view, edit, and delete standard templates in Template Manager. It also covers prerequisites, content JSON attributes, Jinja usage, cross-team template access, and migration from Stage to Production.

Template Manager Links

Stage Portal: Email Support Portal - Stage
Production Portal: Email Support Portal - Production

Prerequisites to Use Template Manager

Role Details

Must be part of a Cloud Console team.
Role must be Developer or Admin.

Important While Creating Templates

At least one application must be added while creating a template.
Template creation is not complete without application association.

How to Create Standard Templates

Step 1: Open Template Manager

Sign in to the Email Support Portal.
Click Manage to open Template Manager.

Email Template Manager - Manage Email Template

Step 2: Add a New Template

Select Add Template.
Enter a clear and descriptive name for the template, for example, Order Confirmation Email or Password Reset Email.
Enter the sender name that should appear in the recipient’s inbox.
Add the variables required for the template.
- Example: user_name for the recipient’s name.
- Example: reset_link for the password reset URL.
- Select Add after entering each variable.
Select the application that will use this template, then select Add after selecting each application.
- Application access can be updated later if needed.

Email Template Manager - Add Email Template

Step 3: Add Template Content

Open the Content tab.
Enter the required sections such as header, body, and footer.
To support multiple languages, add a locale for each language.For example, use en for English and fr for French.
Enter the content for each locale.
Additional locales can be added later if required.

Email Template Manager - Template Settings

Click Save after entering the content for each locale.

Email Template Manager - Template Content

Step 4: Preview and Note the Template ID

The Preview tab is disabled until the email content is saved.
After saving the content, the tab becomes active.
Open the Preview tab to review how the email will appear to recipients.
If any updates are needed, return to the Content tab and make the changes.
Once the template looks correct, return to the main Template Manager page.
Note the Template ID shown for the template. This ID is required for testing and integration.

Email Template Manager - Template Preview

Step 5: Publish the Template

To make the template available for use:
- Open the Settings tab.
- Go to the Status section.
- Change the status from Draft to Published.
Once published, authorized applications can start using the template.

View Existing Email Templates

Open Template Manager main page.
Open a template to view:
- Settings
- Variables
- Application access
- Locale content
- Current status (Draft/Published)

Edit or Update Existing Email Templates

Select the template to edit from the Template Manager main page.
Make the required changes in the Settings and Content tabs.
- In the Settings tab, you can update:
  - Sender name
  - Template variables
  - Application access
  - Draft or Published status

Email Template Manager - Template Settings

In the Content tab, you can update the email content for each locale.

Email Template Manager - Template Content

After making the changes, preview the template and save it.
If the template is already published, the changes will be reflected in all future emails sent using that template.

Deleting a Template

Select the template to delete from the Template Manager main page, and click the Delete icon on the right side of the template name.
A confirmation pop-up appears. Enter the template name and click Confirm.
Once deleted, the template will no longer be available for use.
If the template is currently in use by any application, those applications must be updated to use a different template.

Content JSON Structure and Attribute Explanation

Use the following structure for standard template content:

{
  "subject": "Subject",
  "header": "Header",
  "salutation": "Hi/Hello",
  "logo": {
    "url": "logo url",
    "width": 123,
    "height": 456
  },
  "content": [
    "Content Line 1",
    "Content Line 2",
    "<section img-url='{{url}}'> Section Content </section>",
    "<button={{url}} color=\"#hex\" text_color=\"#hex\">Click here</button>",
    "<link={url}>Click here</link>",
    "<img url={{url}} max-width=123 max-height=456 center>Alt text</img>",
    "<quote>Quoted message</quote>"
  ],
  "signoff": "Thanks",
  "sender": "The Trimble Team",
  "module": [
    "Module line 1",
    "<button={{url}} color=\"#hex\" text_color=\"#hex\">Click here</button>",
    "<link={url}>Click here</link>"
  ]
}

Attribute Details

subject: Subject line shown in the inbox.
header: Main title inside the email.
salutation: Greeting text, for example Hi or Hello.
logo: Logo object.
- url: Logo image URL.
- width: Display width.
- height: Display height.
content: Main content array. Supports text and supported tags/components.
signoff: Closing line.
sender: Sender/team name shown in the email.
module: Additional optional module lines/components.

Supported Tags/Components in Content

<section>: A content section that can include an image and text.
- img-url attribute specifies the image URL for the section.
<button>: A clickable button.
- color attribute specifies the button background color in hex code.
- text_color attribute specifies the button text color in hex code.
<link>: A hyperlink.
<img>: An image.
- url attribute specifies the image URL.
- max-width and max-height attributes specify the maximum display dimensions.
- center attribute can be added to center the image.
<quote>: A blockquote for quoting messages.

Refer to the below image for how these tags are rendered in the email: Email Template Manager - Supported Tags

Using Jinja in Standard Templates

You can use Jinja for conditional and loop-based content in standard templates.

Example:

{% raw %}

{% if user.is_active %}
  Welcome, {{ user.name }}!
{% else %}
  Please activate your account.
{% endif %}

<ul>
{% for item in items %}
  <li>{{ item }}</li>
{% endfor %}
</ul>

{% endraw %}

Keep Jinja logic simple for easier maintenance. For more details, refer Jinja documentation.

Giving Template Access to Applications Outside Your Team

If another team/application needs access to your template:

Email template-management-ug@trimble.com
Include:
- Template ID
- Requesting Application Client ID
- Environment (Stage or Production)
- Business reason

Our team will review and apply the access change.

How to Migrate Templates from Stage to Production

Finalize and test the template in Stage.
Use the same template content and settings to create a new template in Production.
Update the application configuration to use the new Production template ID.