The Smart DMS allows you to customize email notifications sent to users when specific events occur. You can manage both system-generated templates and custom templates from the Email Templates section in your Communication Settings.
Templates can be enabled or disabled individually, and all template content supports dynamic placeholders (called tags) that the system replaces with real data before sending.
Types of Email Templates #
1. System Email Templates
These are pre-configured templates used by the DMS to notify users when system events occur, such as:
- Task created
- Payslip generated
- Absenteeism deduction issued
- Account OTP
If a system template is disabled, the email for that event won’t be sent.
2. Custom Email Templates
These are user-defined templates that can be triggered for custom workflows or advanced automation rules. You can use them in integrations, campaigns, or scheduled tasks.
Editing a Template #
Each template includes the following fields:
- Name: The internal reference used by the system (not visible to the recipient)
- Active Toggle: Whether this template should be sent when triggered
- Subject: The subject line of the email
- Body: The main content of the email, fully editable with a WYSIWYG editor
You can include variables (tags) like:
{{name}}– recipient’s name{{amount}}– used for monetary values{{description}}– relevant content description{{status}}– status of an event or item{{brand_name}},{{brand_phone}},{{brand_website}}– branding fields from your settings
Notes #
- Tags inside
{{ }}must match exactly with supported tag names. - If a tag is missing or unavailable for that event, it will be replaced with a blank space.
