Message templates can be updated at two levels: for every company in a Xemplo instance, or for a single company. A company-level update always takes priority over an instance-level update for that company.
Instance level vs company level
| Instance level | Company level | |
|---|---|---|
| Applies to | All companies in the Xemplo instance | One company only |
| Who can do it | Super Administrator | Company Administrator |
| Where | Global Settings > Message Templates | Company Settings > Message Templates |
| Use it to | Set the standard wording every company receives | Tailor a template to one company's tone, branding or process |
Which version is sent? If a company has its own version of a template, that version is sent to its users. If not, the instance-level version is used. Instance-level changes don't affect companies that have already customised that template.
What you can change
At both levels you can edit the same four parts of a template:
| Part | What it is |
|---|---|
| Subject | The email subject line |
| Header | The heading shown at the top of the message |
| Body | The main message text |
| Call to action label | The wording on the message's button, for example Review or Login to Xemplo |
You can also add merge fields to any of these parts. Merge fields are placeholders, such as <<CompanyName>>, that fill in with real details when the message is sent. Each template has its own set of merge fields (see Merge fields).
Update a template for all companies
You need to be a Super Administrator to make instance-level changes.
- Log in to Xemplo.
- Go to Global Settings > Message Templates.
- Find the template you want to change and open it.
- Edit the subject, header, body or call to action label.
- Add any merge fields you need from the list for that template.
- Save your changes.
The updated template is sent to every company that hasn't customised it. Companies with their own version keep using theirs.
Update a template for one company
You need to be a Company Administrator for the company you're updating.
- Log in to Xemplo and select the company.
- Go to Company Settings > Message Templates.
- Find the template you want to change and open it.
- Edit the subject, header, body or call to action label.
- Add any merge fields you need from the list for that template.
- Save your changes.
From then on, this company's users receive your version of the template. Later instance-level changes to the same template won't apply to this company.
Merge fields
Merge fields pull real details into a message when it's sent. For example, Hi <<EmployeeFirstName>>, welcome to <<CompanyName>> becomes Hi Sam, welcome to Acme Pty Ltd.
-
Each template has its own fields. A field only works in the templates that support it.
<<DueDate>>works in Course Reminder, for example, but not in Leave Request Approved. - Copy fields exactly. Include both sets of angle brackets and match the spelling and capitals.
- Use them anywhere you can edit. That includes the subject, header, body and call to action label.
- Test before you rely on it. A misspelt or unsupported field won't fill in, so the recipient may see the placeholder text.
Common fields include <<CompanyName>>, <<FirstName>>, <<LastName>>, <<EmployeeFirstName>> and <<EmployeeLastName>>.