Email templates

Email templates let you design reusable messages that Genuics sends on your behalf - through workflows, system notifications, and invitations. Instead of writing the same email content every time, create a template once and reference it wherever you need it.

Where templates are used

Email templates appear in several places across Genuics:

• Workflows - the "Send Email" action step can use a template instead of inline content
• Notifications - automated alerts triggered by data thresholds or action changes
• Invitations - the email sent when you invite a new user to your organization
• System messages - password reset emails, 2FA verification codes, and other platform emails

Viewing your templates

Go to Setup > Configuration > Email Templates. You'll see a list of all templates in your organization, including:

• Template name - a descriptive label for internal use (not shown to recipients)
• Subject - the email subject line
• Type - whether it's a custom template or a system template
• Last modified - when the template was last edited

Creating a template

1. Go to Setup > Configuration > Email Templates.
2. Click Create Template.
3. Enter a template name - this is for your team's reference, e.g., "Weekly NPS Alert" or "Escalation Notification".
4. Write the subject line. You can include variable tokens like {{action_name}} to make it dynamic.
5. Design the email body using the HTML editor. Add text, formatting, links, and variable tokens.
6. Click Save.

Variable tokens

Templates support dynamic variables that are replaced with real values when the email is sent. Insert them into the subject line or body using double curly braces.

Token	Replaced with
{{user_name}}	The recipient's display name
{{action_name}}	The name of the related action
{{action_url}}	A direct link to the action in Genuics
{{action_status}}	The action's current status
{{action_assignee}}	The name of the assigned user
{{metric_value}}	The metric value that triggered the workflow
{{dimension_value}}	The dimension associated with the trigger
{{dataset_name}}	The relevant dataset name
{{org_name}}	Your organization's name

Editing a template

Click any template in the list to open the editor. Update the subject line, body, or variables, then click Save. Changes take effect immediately - the next email sent using this template will use the updated version.

Previewing a template

Before saving, click Preview to see how the email will look with sample data filled in. The preview substitutes example values for all variable tokens so you can check formatting and layout.

System templates

Genuics includes several system templates that handle platform-level communications:

Template	Purpose
Invitation	Sent when you invite a new user to your organization
Password reset	Sent when a user requests a password reset
2FA verification	Sent when two-factor authentication requires an email code

System templates can be customized - you can change the wording, add your branding, or adjust the layout. However, the required variable tokens (like the invitation link or verification code) must remain in the template for the email to function correctly.

Using templates in workflows

When you add a "Send Email" step to a workflow, you have two options:

1. Write inline - compose the email directly in the workflow step
2. Use a template - select from your saved templates

Using a template is better when multiple workflows send similar emails, or when you want a non-technical team member to maintain email content without editing workflow logic.

1. In the workflow editor, add a Send Email step.
2. Select Use template as the mode.
3. Choose a template from the dropdown.
4. Configure the recipients (static addresses, trigger data fields, or specific users).
5. Save the workflow step.

Best practices

• Name templates descriptively - "NPS Alert for Regional Managers" is better than "Template 1"
• Keep emails concise - recipients are more likely to act on short, focused emails than long ones
• Include an action link - use {{action_url}} so recipients can go directly to the relevant item in Genuics
• Test with Preview - always preview before deploying a template in a live workflow
• Version by duplicating - if you want to test a new version, duplicate the template rather than overwriting the original

Next steps

Learn how to use templates in automated workflows in Action steps reference, or set up organization-wide email settings in Organization settings.