Email Template Setup
Create templates for automated email notifications associated with Important Dates, Work Orders, and more.
Written by Jess Hamilton
Updated at July 27th, 2024
Table of Contents
Email Templates are required when configuring automated email notifications for modules such as Important Dates and Maintenance, and may also be used for sending emails from the same modules ad hoc.
To set up email templates, click the nine dots in the top left corner to open the global menu, and under Home, select Administrative Console. Then, in the menu on the left, click Configuration and Email Template.
Click the pencil edit icon to update an existing email template, or click Add New to create a new template.
When you configure an email template, we provide standard variables in a dropdown list that you can insert into the template including contact types, facility address, alarm category, etc. You can also create custom variables in the Variables tab.
Email Template Fields
| Email Template Name | This label will be displayed in the Email Templates grid, and will be included in any dropdown list in which the template may be selected. |
| Tied To |
Templates must be tied to a specific module to be used for that module's automated email notifications.
This selection also determines which variables are selectable in the other dropdown menus on this page! |
| Client Owner | If you have access to multiple client accounts, select the correct account for the template here. |
| Active | Only active templates may be used in your Titan Cloud account. |
| To, Cc, Bcc | You may type an email address or list of comma-separated email addresses in these fields, and/or you may use the dropdown to select and insert variables. |
| Subject | You may type an email subject and/or use the dropdown to select and insert variables. |
| Email Body (HTML) |
HTML should be used to create and format the email message. If you are unfamiliar with this format, a sample is available below.
You may also use the dropdown to select and insert variables. |
| Email Body (Plain Text) |
This option was added to accommodate the following email domains that do not accept HTML:
If a plain text email body is provided here, it will only display for the listed domains. Please do not use this option unless you are explicitly creating the template for these domains. |
| Attachment | If the same attachment should send each time this email template is used, attach it here. You may upload a new file or select an existing file. |
Best Practices
Tips for Selecting Variables
By default, our system variables are included in the variable dropdowns depending on which “Tied to” value is selected. You are also welcome to use the Variable tab to add custom variables, which are added immediately to the dropdown lists.
Step 1: Choose a variable type from the dropdown list, and press the plus icon to add it to the corresponding field and open the selection boxes.
Step 2: Define the variable by selecting options in the left-hand list and using the arrows to move them to the right. Any options listed in the “Assigned” list on the right will apply to your template. So in the example above, when this email template is used, the Primary and Alternate Contacts for the facility will be added to the “To” field.
You can add more variables by making another selection from the dropdown list and pressing the plus sign.
Sample Body HTML: Alarm Notification
The Result:
The Code:
<!DOCTYPE html>
<html>
<head>
<meta content="text/html; charset=utf-8" http-equiv="Content-Type">
<title></title>
</head>
<body style="text-align:center;">
<div style="text-align:left; padding-left:50px">
<table cellpadding="2">
<tr>
<td style="padding-bottom:15px">
<p align="left" style="margin-bottom: 0in;"><font face="Arial, serif"><font style="font-size: 16pt; color:#F85E5E;"><b>Titan Cloud Software - Alarm Notification</b></font></font></p>
</td>
</tr>
<tr>
<td>
<table cellspacing="0" style="color:#404040; border: solid 1px #ccc" width="550">
<colgroup>
<col width="175">
<col width="375">
</colgroup>
<tr>
<td bgcolor="#F85E5E" colspan="2" height="12" style="padding:10px 0px 10px 5px" width="550">
<p align="left"><font color="#FFFFFF" face="Arial, serif" style="font-size: 12pt"><b>Facility Information</b></font></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Company Name:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[ClientName]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Facility Name:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[FacilityName]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Facility E-Mail:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[FacilityEmail]</font><br></p>
</td>
</tr>
<tr>
<td class="style1" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Facility Address:</b></font></p>
</td>
<td class="style1" style="padding:5px; border-bottom: solid 1px #ccc;" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[FacilityAddress1]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Facility County:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[FacilityCounty]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p style="margin-right: -0.08in"><font face="Arial, serif" style="font-size: 10pt"><b>City / State / Zip:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[FacilityCity], [FacilityState] [FacilityZip]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style=" border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Facility Phone:</b></font></p>
</td>
<td style="padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[FacilityPhone]</font><br></p>
</td>
</tr>
</table>
</td>
</tr>
<tr>
<td>
<br>
<table cellspacing="0" style="color:#404040; border: solid 1px #ccc;" width="550">
<colgroup>
<col width="175">
<col width="375">
</colgroup>
<tr>
<td bgcolor="#F85E5E" colspan="2" height="12" style="padding:10px 0px 10px 5px" width="550">
<p><font color="#FFFFFF" face="Arial, serif" style="font-size: 12pt"><b>ATG Alarm Information</b></font></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Alarm ID:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataId]</font></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Alarm Date:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataDateAlarmBegan]</font></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Alarm Category:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataAlarmCategory]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Alarm Type:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataAlarmType]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Sensor Category:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataSensorCategory]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Sensor ID:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataTankSensorNumber]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Tank/Sensor Description:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmSensorDescription]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Tank ID::</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataTankATGNumber]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Tank Product:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmDataTankProduct]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style="border-bottom: solid 1px #ccc; border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Alarm Status:</b></font></p>
</td>
<td style="border-bottom: solid 1px #ccc;padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmSensorStatus]</font><br></p>
</td>
</tr>
<tr>
<td height="15" style=" border-right:solid 1px #ccc; padding:5px" width="175">
<p><font face="Arial, serif" style="font-size: 10pt"><b>Alarm Dispatch Category:</b></font></p>
</td>
<td style="padding:5px" width="375">
<p><font face="Arial, serif" style="font-size: 10pt">[AlarmCategoryOfSensor]</font><br></p>
</td>
</tr>
</table>
</td>
</tr>
<tr>
<td>
<br>
<p></p>
<table cellspacing="0" style="color:#404040; border: solid 1px #ccc" width="550">
<colgroup>
<col width="175">
<col width="375">
</colgroup>
<tr>
<td></td>
</tr>
</table>
</td>
</tr>
<tr>
<td>
<br>
<div style="color: #333; font-family: Arial, Helvetica, sans-serif; font-size: 12px;">
<a href="https://www.atg-apec.com/secure/AlarmEmailRedirect.aspx?SiteID=7262&ClientID=50" style="display: none;">View Alarm in APEC</a><br>
</div>
</td>
</tr>
</table>
</div>
</body>
</html>