Email Templates

Email templates ensure a professional and consistent image in all automated communications generated by Avanteam. Each notification (task to validate, delay alert, confirmation) is based on a customizable HTML template.

Email Template Principles

Role of Templates

Email templates serve to:

• Standardize: Unify communications
• Personalize: Adapt messages to context
• Automate: Send notifications without manual intervention
• Professionalize: Convey the company's image

Types of Notifications

The main cases for automatic sending:

• Workflow: Task to validate, document validated/rejected
• Alerts: Approaching deadline, delay
• Distribution: Document distributed with or without AR
• Confirmation: Record created, modification completed
• Reminder: Pending task, unrealized action

Accessing Templates

Access Path: Menu Email > Templates (page EmailTemplate.aspx)

The interface presents the list of all available templates with:

• Template name
• Email subject
• Description
• Last modification date

Creating or Modifying a Template

Opening the Editor

Procedure:

1. Click on an existing template to modify it
2. Or click on New to create a template

The editor opens with:

• Header fields: Name, description, subject
• WYSIWYG editor: Message composition area
• Toolbar: Formatting and insertion

Understanding WYSIWYG

Definition: WYSIWYG means "What You See Is What You Get"

How it works:

• You write like in Word (bold, italic, color)
• The editor automatically generates HTML code
• You visualize the final rendering in real time
• No HTML knowledge required

Configuring the Email Subject

"Subject" Field: Defines the email subject

Importance:

• An explicit subject avoids SPAM classification
• It must be clear and informative
• It can contain dynamic tags

Examples:

• [QUALITY] Action required: Validation of NC-{Reference}
• Document distributed: {Title}
• Delay: Task due on {DueDate}
• Validated: {Title} by {Validator}

Best Practices:

• Identifiable prefix (e.g., "[QUALITY]", "[AVANTEAM]")
• Indication of expected action
• Document reference if relevant
• Occasional emoji to attract attention (in moderation)

Writing Content

Recommended Structure

An effective notification email generally follows this structure:

1. Personalized greeting

Hello {RecipientName},

2. Context and reason for sending

The document "{Title}" (Ref: {Reference}) requires your attention.

3. Expected action

You are requested to validate this document before {DueDate}.

4. Important details (optional)

Author: {Author}
Service: {Service}
Priority: {Priority}

5. Action link

➡️ Access the document: {LinkToDocument}

6. Signature

---
Sincerely,
The Avanteam Team
This is an automatic message, please do not reply.

Using Dynamic Tags

Dynamic tags allow automatic insertion of contextual information.

Syntax: Enclose the field name in braces {FieldName}

Common tags:

Tag	Description	Example
{RecipientName}	Recipient's name	"John Smith"
{Title}	Document title	"Safety procedure"
{Reference}	Document reference	"NC-2024-042"
{Author}	Document author	"Mary Johnson"
{Service}	Concerned service	"Quality"
{Priority}	Priority	"High"
{DueDate}	Due date	"15/03/2024"
{ValidationDate}	Validation date	"10/03/2024 14:30"
{Validator}	Validator	"Peter Brown"
{Status}	Status	"Validated"
{Comments}	Comments	"Complies with requirements"
{LinkToDocument}	Document link	Clickable URL

Complete example:

Hello {RecipientName},

The document "{Title}" (Ref: {Reference}) was validated by {Validator}
on {ValidationDate}.

Comment: {Comments}

You can view the document via this link: {LinkToDocument}

Sincerely,
The Quality Team

Rendering:

Hello John Smith,

The document "Workshop safety procedure" (Ref: PROC-2024-015)
was validated by Mary Johnson on 10/03/2024 14:30.

Comment: Document compliant, immediate implementation.

You can view the document via this link: [Open PROC-2024-015]

Sincerely,
The Quality Team

Text Formatting

Available tools:

Function	Usage	Advice
Bold	Emphasize	Ref, important dates
Italic	Nuance	Secondary mentions
Underline	Underline	Avoid (confusion with links)
Color	Attract attention	Red for urgency, green for success
Size	Prioritize	Larger title
Bullets	List	Structured details
Numbering	Steps	Actions to follow
Alignment	Organize	Center titles

Formatting example:

📋 **Action required: Urgent validation**

Hello {RecipientName},

A non-conformity requires your **urgent** validation:

Details:
• Reference: **{Reference}**
• Title: {Title}
• Priority: 🔴 **HIGH**
• Deadline: **{DueDate}**

⚠️ Warning: This document is {DelayDays} days overdue.

👉 Access the document: {LinkToDocument}

Inserting Images

Company logo:

1. Click on the Image icon
2. Select your logo
3. Adjust the size (recommended: 150-200px width)
4. Position in header

Icons:

• Use emojis rather than images (lighter, compatible)
• Ex: ✅ ❌ ⚠️ 📋 👤 📅 🔔

Precautions:

• Optimize images (reduced weight)
• Some email clients block images by default
• The message must remain understandable without images

Inserting Links

Document link:

<a href="{LinkToDocument}">Open document</a>

or with the toolbar: select the text and click on the Link icon

Action button:

<a href="{LinkToDocument}" style="background-color: #0066CC; color: white;
padding: 10px 20px; text-decoration: none; border-radius: 5px;
display: inline-block;">
Access the task
</a>

External link:

<a href="https://support.avanteam.com">Need help?</a>

Templates by Use Case

Template: Validation Task

Subject: [WORKFLOW] Validation required: {Title}

Body:

Hello {RecipientName},

A document requires your validation.

📋 **Document details**
• Title: {Title}
• Reference: {Reference}
• Author: {Author}
• Creation date: {CreationDate}
• Deadline: {DueDate}

👉 **Expected action**
Please review and validate (or reject) this document before {DueDate}.

[Open document]({LinkToDocument})

---
Sincerely,
Avanteam Application

Template: Validated Document

Subject: ✓ Document validated: {Title}

Body:

Hello {RecipientName},

Your document has been successfully validated.

📋 **Document**
• Title: {Title}
• Reference: {Reference}

✅ **Validation**
• Validated by: {Validator}
• Date: {ValidationDate}
• Comment: {Comments}

[View document]({LinkToDocument})

---
Sincerely,
The Quality Team

Template: Delay Alert

Subject: ⚠️ DELAY: Overdue task - {Title}

Body:

Hello {RecipientName},

⚠️ **Warning: Overdue task**

The following task is overdue:

📋 **Details**
• Title: {Title}
• Reference: {Reference}
• Due date: {DueDate}
• Delay: {DelayDays} days

🚨 **Urgent action required**
Please process this task as soon as possible.

[Access task]({LinkToDocument})

---
Avanteam automatic reminder

Template: Distribution with AR

Subject: 📄 Document distributed (AR): {Title}

Body:

Hello {RecipientName},

A document has been distributed to you and requires an acknowledgment of receipt.

📋 **Document**
• Title: {Title}
• Reference: {Reference}
• Category: {Category}

📌 **Action required**
Please review the document and confirm its reading.

[Read and confirm]({LinkToDocument})

⚠️ Without confirmation from you, reminders will be sent.

---
Quality Service

Template: Approaching Deadline Reminder

Subject: 🔔 Reminder: Deadline in {DaysRemaining} days - {Title}

Body:

Hello {RecipientName},

The deadline for one of your tasks is approaching.

📅 **Deadline: {DueDate}** (in {DaysRemaining} days)

📋 **Task**
• Title: {Title}
• Reference: {Reference}
• Priority: {Priority}

👉 Don't forget to process it before the deadline.

[Access task]({LinkToDocument})

---
Avanteam automatic reminder

Best Practices

Writing

Clarity:

• Simple and direct sentences
• One email = one action
• Avoid technical jargon

Tone:

• Professional but accessible
• Courteous (Hello, Sincerely)
• Adapted to company culture

Length:

• Concise email (10-15 lines maximum)
• Essential information at the top
• Details at the bottom or in the linked document

Formatting

Hierarchy:

• Clear title at the top
• Important information in bold
• Visible action link

Spacing:

• Aerate the text (line breaks)
• Group information by block
• Separate visually (lines, bullets)

Colors:

• Maximum 2-3 colors
• Keep semantic codes (red=urgency, green=success)
• Ensure contrast (readability)

Technical

Tags:

• Test all tags used
• Provide default values if the tag is empty
• Document available tags

Links:

• All links must be clickable
• The main link must be obvious
• Avoid raw URLs (use buttons or descriptive text)

Signature:

• Include a standard signature
• Mention "automatic message" to avoid replies
• Add a help link if available

Testing and Validation

Testing a Template

Procedure:

1. Create or modify the template
2. Save
3. Use AdminTools > Email send test
4. Send a test email to your own address
5. Check rendering in different email clients:
   • Outlook
   • Gmail
   • Mobile client

Points to check:

• Complete and correct subject
• Tags replaced with values
• Formatting preserved
• Functional links
• Images displayed
• Mobile readability

Common Errors

Tag not replaced:

• Check exact spelling of the tag
• Test with a real document containing the data

Formatting lost:

• Some email clients don't support all CSS styles
• Favor simple styles (bold, color, size)

Email classified as SPAM:

• Explicit and professional subject
• Avoid ALL CAPS EVERYWHERE
• Limit !!! and words "urgent", "free"
• Properly configure SMTP server (SPF, DKIM)

Maintenance

Regular Review

Recommended frequency: Quarterly

Actions:

• Check template relevance
• Update information (signature, contacts)
• Remove obsolete templates
• Gather user feedback

Versioning

Best practice:

• Before major modification, duplicate the template (e.g., "Template V1", "Template V2")
• Document changes
• Keep history

Documentation

To document:

• List of all templates and their usage
• Available tags by document type
• Rendering examples
• Contacts for modification

Business Case (Quality): Complete Template Kit

Context: Implementation of a quality system with notifications

Templates created:

1. "NC Validation": Non-conformity validation task
2. "NC validated": Validation confirmation
3. "NC rejected": Rejection notification with reason
4. "Action assigned": New action assigned
5. "Overdue action": Overdue action
6. "D-7 deadline reminder": Reminder 7 days before deadline
7. "Procedure distribution": Procedure distribution with AR
8. "Procedure reading reminder": AR not confirmed follow-up
9. "Procedure revision": Upcoming revision date reminder
10. "Scheduled audit": Audit scheduling notification

Result: Standardized and professional communication across all quality processes.

Workflow Integration

Email templates are automatically triggered by workflows:

Configuration:

1. In Process Studio, open the workflow
2. Add a "Send email" action
3. Select the appropriate template
4. Tags are automatically filled

Consistency: By creating clear templates, you improve the user experience of your workflows.

Support

For advanced needs (custom HTML, external data integration), contact Avanteam support.