Automated emails: catalogue and activation

Illizeo sends automated emails to your staff: an invitation to create an account, a leave request to approve, a document to sign, a booking confirmed, a deadline reminder… The Emails page brings them all together. There you can see which emails exist for the modules of your space, switch them on or off, and open each one to adapt its text. This article is for the administrators of your space.

Before you start #

• Open the page from Settings › Manage Illizeo › Email. It has two tabs: Templates and Sending history.
• Permissions are set in Settings › Manage Employees › Employee Roles, Platform administration section, Emails group.
• “Email templates” at the Access level lets you view the catalogue, each template and its history, without changing anything. At the Execute level, it lets you switch an email on or off, edit its text, reset it, restore a version and send a test.
• “Email delivery log” at the Access level opens the Sending history tab (see Tracking the sending history).
• By default, only the Administrator role holds these permissions. A tab you have no permission for does not appear.

The template catalogue #

The Templates tab shows one card per email. At the top right, a counter gives the number of templates and of active languages. Only the emails of the modules activated in your space are listed: a module you activate later adds its templates to the catalogue.

Each card shows:

• the category, with its coloured dot, and the on/off switch;
• the template name and the email subject;
• one badge per language (FR, EN, DE, IT): green when the text exists in that language, orange when the language needs reviewing;
• at the bottom, Default as long as nobody has edited the text supplied by Illizeo, otherwise the date of the last edit (for example Edited 3d ago), or Disabled;
• Reminder on for an email that is sent again until the expected action is done (see Sending reminders until the action is done).

Click a card to open the template editor (see Editing an email template).

Finding a template #

1. Type a word in the Search field: the list narrows to the templates whose name or subject contains it.
2. Click a category to show only its templates; All shows them all again.
3. When languages need reviewing, the counter shows, for example, 4 to review: click it to keep only those templates, and click it again to return to the full list.

Categories group the emails by area:

Switching an email on or off #

1. Find the template card.
2. Toggle its switch. The change applies at once, with no save button.

A disabled email is no longer sent, reminders included. Notifications shown inside Illizeo (the bell) keep arriving: they are set elsewhere (see Alerts & notifications). Prefer the card switch to the one in the editor: in the editor, saving also counts the displayed language as edited.

Some cards show Always on instead of the switch. These emails are essential, for example the employee invitation (without it, the person cannot sign in), the visitor invitation, the attendance links of a training session, the withdrawal of a consent or the notices of the whistleblowing channel. Their text can be edited, their sending cannot be stopped.

Email languages #

Each template exists in French, English, German and Italian. An email is sent in its recipient’s language or, if none is set, in the default language of your space.

When you rewrite the French or English of a template, the German and Italian keep Illizeo’s text and therefore no longer say the same thing. Illizeo does not rewrite them for you: the card flags these languages for review, for example “FR customised · DE, IT default copy: to review”. Open the template, review each flagged language and save it: the flag disappears.

Email logo and look #

The Brand & footer button, at the top of the Templates tab, opens Settings › Manage Illizeo › Theme Settings. On the Logo Settings page:

• the Logo appears at the top of every email;
• the Side Bar Logo appears as a round thumbnail below the message;
• Hide Round Logo in the emails removes that thumbnail.

Use a PNG or JPEG image: an SVG logo is not used in emails, which then show Illizeo’s logo. The email footer, with Illizeo’s contact details, cannot be changed. The Languages button next to it opens the Language Options of your space.

Module emails #

Emails specific to a module are set here, in their category. What triggers each email and the module’s own settings are described in its administration article, for example Administering the Absence management module, Administering the Expenses module, Administering the Training module or Flex Office: notifications.

Good to know #

• Account security messages and the billing of your subscription are managed by Illizeo and are not in the catalogue.
• For some notices, the card shown in the bell uses the subject and intro text of the template: editing the template also changes that text.
• Most template names are shown in French whatever the interface language; the subject and the text exist in each of the four languages.
• Disabling a template deletes nothing: switch it back on and it is sent again with its text.

FAQ #

An employee no longer receives an email. What should I check? #

First check that the template is not Disabled in the catalogue. Then check the person’s notification preferences and the company locks (see Setting company notification defaults and locks), then the Sending history tab, which shows whether the email was sent.

Why is there no switch on the cards? #

Your role holds “Email templates” at the Access level only: the cards then show Active or Inactive without letting you change it.