MDO for SAP / Vendors / Set Up / Email Templates

Email Templates

MDO provides a standard set of email templates assigned to the standard workflow steps. It also provides the ability to create customized email templates which can be tailored to an organization’s requirements. Email notifications can be configured to flow on various events in workflow, for example, upon saving a record, on approvals, rejections, integration etc.  

To create a new email template, which can be assigned to standard or custom workflows, follow these steps.  

  1. Login to MDO with administrator credentials  
  2. Click on the Setting icon located at the top right of the Homepage. 
  3. From the left menu, select Advanced > Templates. 
  4. Click Add New Template 
  5. Select Email type as Workflow Type 
  6. Select the module for which you want to configure the email template from the field Select Module. 
  7. Once you select the module, the various options listed in the table below will appear.
Field/Option  Details 
Select Field  Using this option, you can select any existing field from the module which you want to use in the template to populate information. 

Upon selection, the system will provide a “Generated code” which will be used in the message body. 

Note: Only fields with “Workflow reference” checked will be visible in this dropdown. 

Select Template   
Select System Field  This option enables you to use the system level fields such as Username, creation date, object number, task id etc in your email template.  
Generated Code  For all the selected fields MDO generates a HTML tag to be used in the email template. For example, for material type HTML tag generated will be ${MATL_TYPE} 
Email subject  Enter an email subject for your template. 
Message body  Message body contains the content of the email. An example is listed below. 

Dear ${sysuser}, (System field tab for username) 

Material number ${sysobjnumber} (System field tab for Module id) with material type ${MATL_TYPE} has been sent for your review. 

Regards, 

${SYS_FROM_USER} (System field tab for “from user”) 

Select an attachment   
Upload attachment  Select ‘Choose File’ to upload an attachment to the email 

      8. Select Save Template. 

 

Assigning template to a workflow

Once the workflow template is created, it can be assigned to a workflow. To assign a template to workflow, follow these steps. 

  1. Click on the Setting icon located at the top right of the Homepage. 
  2. From the left menu, select Advanced > Templates.  
  3. Against the relevant template, select Assign to Workflow. 
  4. Click Assign NewThe Assign New Events pop up appears.  
  5. In the field Select Workflow Path select the desired workflow to which the template is to be assigned. 
  6. In field Select Workflow Step select the step of the workflow on which you want to assign the template. You can assign same template to multiple workflows as well as multiple steps. Also, you can assign different templates on different steps or events of the workflow. 
  7. In the field Select Events enter the events or triggers on which you want this template to be assigned. 
  8. Click Assign to complete the process. 

 

Reminder Email Template 

Reminder templates are used to trigger reminder emails from MDO. Reminder templates can be created and assigned to different events within the application. 

To configure a reminder email, follow these steps. 

  1. Login to MDO with administrator credentials  
  2. Click on the Setting icon located at the top right of the Homepage. 
  3. From the left menu, select Advanced > Templates. 
  4. Click Add New Template 
  5. Select Email type as Reminder  
  6. Select the module for which you want to configure the Reminder email template from the field Select Module. 
  7. Once you select the module, the options listed in the table below will appear:
Field/Option  Details 
Select Field  Using this option, you can select any existing field from the module which you want to use in the template to populate information. 

Upon selection, the system will provide a “Generated code” which will be used in the message body. 

Note: Only fields with “Workflow reference” checked will be visible in this dropdown. 

Select Template 
Select System fields  This option enables you to use the system level fields such as Username, creation date, object number, task id etc in your reminder email template. 
Generated Code  For all the selected fields MDO generates a HTML tag to be used in the email template. For example, for material type HTML tag generated will be ${MATL_TYPE} 
Email subject  Enter an email subject for your template. 
Message body  Message body contain the content of the reminder email. For example: 

Dear ${sysuser}, (System field tab for username) 

This is to remind you that your approval for material number ${sysobjnumber} (System field tab for Module id) with material type ${MATL_TYPE} is pending for review and approval. 

Regards, 

Masterdataonline team 

Select an attachment   
Upload attachment  Select ‘Choose File’ to upload an attachment if required 

        8. Select Save Template. 

Follow the process above for Assigning a Template to a Workflow to assign the reminder email as required.