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Creating Email Templates

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Creating Email Templates

Email templates allow you to customize the look and content of notifications sent by IdentityCenter. This guide covers creating, editing, and managing email templates.

Template Basics

What are Email Templates?

Email templates are pre-designed email layouts that:

  • Define the structure and styling of emails
  • Include placeholders for dynamic content
  • Can be customized for different notification types
  • Support HTML for rich formatting

Template Components

Component Description
Subject Email subject line (supports variables)
Body Main content (HTML or plain text)
Variables Dynamic placeholders for data
Styling CSS for visual formatting
  1. Log in to IdentityCenter as an administrator
  2. Navigate to Administration > Settings > Email Templates
  3. View list of available templates

Creating a New Template

Step 1: Basic Information

Field Description Example
Name Internal template name access-review-reminder
Display Name Friendly name Access Review Reminder
Category Template category Access Reviews
Description Purpose of template Reminder sent to reviewers

Step 2: Configure Subject Line

The subject line can include variables:

Access Review Due: {{CampaignName}} - {{DueDate}}

Subject line tips:

  • Keep under 50 characters
  • Put important info first
  • Use variables for personalization
  • Avoid spam trigger words

Step 3: Design the Body

Use the visual editor or HTML source:

Visual Editor:

  • Drag and drop blocks
  • Rich text formatting
  • Image insertion
  • Table creation

HTML Source:

<!DOCTYPE html>
<html>
<head>
    <style>
        body { font-family: Arial, sans-serif; }
        .header { background: #0066cc; color: white; padding: 20px; }
        .content { padding: 20px; }
        .button { background: #0066cc; color: white; padding: 10px 20px; text-decoration: none; }
    </style>
</head>
<body>
    <div class="header">
        <h1>IdentityCenter</h1>
    </div>
    <div class="content">
        <p>Hello {{RecipientName}},</p>

        <p>You have <strong>{{PendingCount}}</strong> access review items
        pending in the <strong>{{CampaignName}}</strong> campaign.</p>

        <p>Please complete your reviews by <strong>{{DueDate}}</strong>.</p>

        <p><a href="{{ReviewLink}}" class="button">Complete Your Reviews</a></p>

        <p>Thank you,<br>IdentityCenter</p>
    </div>
</body>
</html>

Using Variables

Variable Syntax

Variables use double curly braces: {{VariableName}}

Common Variables

Recipient Variables

Variable Description
{{RecipientName}} Recipient's display name
{{RecipientEmail}} Recipient's email address
{{RecipientTitle}} Recipient's job title
{{RecipientDepartment}} Recipient's department

Campaign Variables

Variable Description
{{CampaignName}} Access review campaign name
{{CampaignDescription}} Campaign description
{{StartDate}} Campaign start date
{{DueDate}} Campaign due date
{{DaysRemaining}} Days until due date

Review Variables

Variable Description
{{PendingCount}} Number of pending reviews
{{CompletedCount}} Number of completed reviews
{{TotalCount}} Total review items
{{CompletionPercent}} Completion percentage

System Variables

Variable Description
{{ApplicationName}} IdentityCenter
{{ApplicationUrl}} Base URL
{{ReviewLink}} Direct link to reviews
{{CurrentDate}} Today's date
{{CurrentYear}} Current year

Conditional Content

Show content based on conditions:

{{#if DaysRemaining < 3}}
<p style="color: red;"><strong>URGENT:</strong> Only {{DaysRemaining}} days remaining!</p>
{{/if}}

{{#if PendingCount > 0}}
<p>You have {{PendingCount}} items to review.</p>
{{else}}
<p>All reviews are complete. Thank you!</p>
{{/if}}

Loops

Display lists of items:

<h3>Pending Reviews:</h3>
<ul>
{{#each PendingItems}}
    <li>{{this.UserName}} - {{this.AccessDescription}}</li>
{{/each}}
</ul>

Built-in Templates

Access Review Templates

Template Purpose
access-review-started Campaign kickoff notification
access-review-assigned Individual assignment notice
access-review-reminder Reminder before due date
access-review-overdue Overdue warning
access-review-complete Campaign completion summary

Policy Templates

Template Purpose
policy-violation-alert New violation detected
policy-violation-summary Daily/weekly digest
policy-remediation-required Action needed
policy-exception-expiring Exception about to expire

System Templates

Template Purpose
sync-error-alert Synchronization failure
connection-error Connection issue detected
system-health-warning System health issue
scheduled-maintenance Maintenance notification

Template Best Practices

Design Guidelines

  1. Keep it Simple - Clean, uncluttered design
  2. Mobile Friendly - Test on mobile devices
  3. Clear Call to Action - One primary action per email
  4. Consistent Branding - Match your company style
  5. Accessible - Alt text for images, good contrast

Content Guidelines

  1. Be Concise - Get to the point quickly
  2. Use Clear Language - Avoid jargon
  3. Include Context - Why are they receiving this?
  4. Provide Next Steps - What should they do?
  5. Include Deadlines - When is action needed?

Technical Guidelines

  1. Test All Variables - Ensure variables render correctly
  2. Check Links - Verify all links work
  3. Preview - Review in multiple email clients
  4. Plain Text Alternative - Include plain text version
  5. Limit Images - Some clients block images

Example Templates

Access Review Reminder

<!DOCTYPE html>
<html>
<head>
    <style>
        body { font-family: 'Segoe UI', Arial, sans-serif; margin: 0; padding: 0; }
        .container { max-width: 600px; margin: 0 auto; }
        .header { background: linear-gradient(135deg, #667eea 0%, #764ba2 100%);
                  color: white; padding: 30px; text-align: center; }
        .content { padding: 30px; background: #ffffff; }
        .alert-box { background: #fff3cd; border-left: 4px solid #ffc107;
                     padding: 15px; margin: 20px 0; }
        .stats { display: flex; justify-content: space-around; margin: 20px 0; }
        .stat { text-align: center; }
        .stat-number { font-size: 36px; font-weight: bold; color: #667eea; }
        .button { display: inline-block; background: #667eea; color: white;
                  padding: 15px 30px; text-decoration: none; border-radius: 5px; }
        .footer { background: #f8f9fa; padding: 20px; text-align: center;
                  font-size: 12px; color: #6c757d; }
    </style>
</head>
<body>
    <div class="container">
        <div class="header">
            <h1>Access Review Reminder</h1>
            <p>{{CampaignName}}</p>
        </div>

        <div class="content">
            <p>Hello {{RecipientName}},</p>

            {{#if DaysRemaining <= 3}}
            <div class="alert-box">
                <strong>Urgent:</strong> Only {{DaysRemaining}} days remaining
                to complete your access reviews!
            </div>
            {{/if}}

            <p>You have been assigned access reviews that require your attention.
            Please review and certify the access rights for your team members.</p>

            <div class="stats">
                <div class="stat">
                    <div class="stat-number">{{PendingCount}}</div>
                    <div>Pending</div>
                </div>
                <div class="stat">
                    <div class="stat-number">{{CompletedCount}}</div>
                    <div>Completed</div>
                </div>
                <div class="stat">
                    <div class="stat-number">{{DaysRemaining}}</div>
                    <div>Days Left</div>
                </div>
            </div>

            <p style="text-align: center;">
                <a href="{{ReviewLink}}" class="button">Complete Your Reviews</a>
            </p>

            <p><strong>Due Date:</strong> {{DueDate}}</p>

            <p>If you have questions about the review process, please contact
            the IT Security team.</p>

            <p>Thank you,<br>IdentityCenter</p>
        </div>

        <div class="footer">
            <p>This is an automated message from IdentityCenter.</p>
            <p>© {{CurrentYear}} Your Company. All rights reserved.</p>
        </div>
    </div>
</body>
</html>

Policy Violation Alert

<!DOCTYPE html>
<html>
<head>
    <style>
        .severity-critical { background: #dc3545; color: white; }
        .severity-high { background: #fd7e14; color: white; }
        .severity-medium { background: #ffc107; color: black; }
        .severity-low { background: #17a2b8; color: white; }
        .violation-table { width: 100%; border-collapse: collapse; }
        .violation-table th, .violation-table td { padding: 10px; border: 1px solid #ddd; }
    </style>
</head>
<body>
    <div class="container">
        <div class="header">
            <h1>Policy Violation Detected</h1>
        </div>

        <div class="content">
            <p>A new policy violation has been detected that requires your attention.</p>

            <div class="severity-{{Severity}}" style="padding: 10px; margin: 20px 0;">
                Severity: <strong>{{Severity}}</strong>
            </div>

            <table class="violation-table">
                <tr>
                    <th>Policy</th>
                    <td>{{PolicyName}}</td>
                </tr>
                <tr>
                    <th>Identity</th>
                    <td>{{IdentityName}} ({{IdentityEmail}})</td>
                </tr>
                <tr>
                    <th>Violation</th>
                    <td>{{ViolationDescription}}</td>
                </tr>
                <tr>
                    <th>Detected</th>
                    <td>{{DetectedDate}}</td>
                </tr>
            </table>

            <p><a href="{{ViolationLink}}" class="button">View Details</a></p>
        </div>
    </div>
</body>
</html>

Testing Templates

Preview Mode

  1. Click Preview on any template
  2. Select sample data source
  3. View rendered output
  4. Check desktop and mobile views

Send Test Email

  1. Click Send Test
  2. Enter recipient email
  3. Select sample data
  4. Review received email

Test Checklist

  • Variables render correctly
  • Links work
  • Images display
  • Mobile layout looks good
  • Plain text version is readable
  • No broken styling

Next Steps

Tags: email templates notifications customization

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