Managing Notification Templates in Brief Connect
Configuration Scope: Exportable
This setting is included in configuration exports and will be the same across all environments once the config file is imported.
Overview
Brief Connect includes multiple email notifications that inform users about key events related to records and tasks. Each notification has a corresponding HTML email template, which defines its content and formatting.
Administrators can modify these templates in HTML to customise notifications based on organisational needs. Email notification templates support tokens (such as {{RecordId}}) which are dynamically replaced with actual values when the notification is sent.
Note
Changes to email templates should be tested before applying them in a production environment.
Managing Email Templates
There are two methods for accessing and editing email templates in Brief Connect:
Method 1: Using the Admin UI (Recommended)
This is the primary method for editing email templates directly within Brief Connect.
- Navigate to the Email Templates tab in the Admin UI
- Locate the email template you want to modify
- Click Edit
- Modify the HTML code as needed
- Click Save
Note
Some tokens such as {{RecordId}} are supported, depending on the template you are modifying. To get the latest list of supported tokens, or for assistance with tokens, contact Engage Squared.
Method 2: Using SharePoint
Alternatively, you can access templates directly through SharePoint:
- Open SharePoint and navigate to the Brief Connect underlying site
- Locate and open the Email Templates document library
- Identify the template you want to modify
- Download the HTML file, edit it as needed, and re-upload it to apply the changes
Uploading New Email Templates
There is no need to upload new templates under normal circumstances. If such a requirement exists, it should be discussed with Engage Squared.
Notification Templates and Their Triggers
The following table lists the email templates and the events that trigger them:
| Template File |
Trigger Event |
|---|---|
| NewTaskPersonal.html |
- A new record has been created (initial tasks) - A new task has been assigned - The task assignee has been changed |
| NewTaskCommon.html |
- A new record has been created (initial tasks) - New tasks have been assigned - The task assignee has been changed |
| RoleAllocated.html |
When a new user is assigned to a key role in the record |
| RoleChanged.html |
When a user is removed from a key role in the record |
| TaskClosedNotByAssignee.html |
When a task is closed by someone other than the assignee |
| PdfPack.html |
When the export PDF pack is ready |
| KeyDetailsChanged.html |
When there are updates to the record, such as: - Key dates - Access level - Record details (Title, Reply Type, Reply Format, Date Written, Date Received, etc.) - Roles |
| RecordOnHold.html |
When the record status is changed to “On Hold” |
| RecordNoFurtherAction.html |
When the record status is changed to “No Further Action” |
| RecordCancelled.html |
When the record status is changed to “Cancelled” |
| RecordWithdrawn.html |
When the record status is changed to “Withdrawn” |
| RecordSuperseded.html |
When the record is superseded |
| RecordClosed.html |
When the record status is changed to “Closed” |
| StagePrepareAndReview.html |
When the stage of the record changes from “Initiate” to any other stage |
| StageImplementAndClose.html |
When the transition flag is set to allow recording recommendations, but not managing signatures |
| StageManageSignatures.html |
When the transition flag is set to allow recording recommendations and managing signatures |
| ProxyExpiring.html |
Runs daily at 6:30 AM to notify users of proxy expiration |
| CommentAdded.html |
- When an external request is submitted - When a user adds a comment to the activity log from the UI - When the record status is changed with comments (e.g., “On Hold”, “Cancelled”, etc.) |
| CorroAutoResponse.html |
When the record is created with a correspondence using the Auto Response Template |
| Record.CorrespondenceResponseTemplatePath |
When the record stage changes from “Implement and Close” to “Close”, and it is a correspondence type with a filled response template path |
| RecordRemoveOnHold.html |
When the record status changes from “On Hold” to any other value |
| RecordRemoveNoFurtherAction.html |
When the record status changes from “No Further Action” to any other value |
Best Practices for Managing Email Templates
- Backup the original template before making changes.
- Test modifications in a controlled environment to ensure formatting and placeholders work as expected.
- Use HTML best practices to maintain compatibility across different email clients.
- Keep notification content clear and concise to improve user engagement.