Introduction

Effective communication plays a critical role in every organization. Whether you are managing workflows, recruitment processes, approvals, interviews, or employee handovers, sending consistent and automated email notifications ensures clarity, transparency, and accountability.

Instead of drafting emails manually each time an action occurs, uKnowva allows you to create structured and reusable email templates that automatically trigger based on system events.

With the Email Template feature in uKnowva, you can standardize communication for different workflow stages such as approvals, rejections, assessments, withdrawals, and more. 

You can configure recipients dynamically, insert system-generated variables like employee names, attach documents, and choose whether notifications should be sent via email, in-app notifications, or both. 

This not only saves time but also ensures professional and error-free communication across departments.

In this article, you will learn how to create, configure, edit, copy, and delete email templates in uKnowva in a structured and systematic way.

Step 1: Access the Email Template Menu

Begin by navigating to the side navigation panel and clicking on the Email Template menu. 

As soon as you click on it, the system opens a new page displaying the list of email templates available in your organization. 

This list allows you to view, search, edit, copy, or delete existing templates.

If you want to create a new template, click on the Add button available on the page. 

The system will open a new configuration page where you can start entering the required details for your new email template.

Step 2: Configure Basic Template Details

On the new template page, start by entering the Name of the template. 

Choose a name that clearly defines its purpose, such as “Attendance approval.”

Next, select the Category from the drop-down menu. For example, if you are creating a template related to workflow actions, choose “Workflow” as the category.

After selecting the category, choose the Reference ID , which refers to the specific workflow configured in your system. This ensures that the template is linked to the correct workflow process.

Make sure to toggle the Published option to “Yes.” This step is important because only published templates are active and available for system use.

Step 3: Add and Configure Template Types

Now move to the template configuration section. You can add multiple templates within the same configuration by clicking on the + button. 

This allows you to create different email templates for different scenarios under the same workflow.

Select the Template Type based on the situation you want to configure. Options include Approval, Rejected, Accepted, Interview Assessment Completed, Handover Intimation, Withdrawn, and more. 

Each template type corresponds to a specific workflow stage.

Next, choose the Notification Type . You can select Email, Notification, or Both, depending on how you want the system to inform users. Selecting both ensures that users receive an email as well as an in-app notification.

Step 4: Configure the Email Settings

After selecting the template and notification type, click on the Click Here button under the Configure Email section. 

A pop-up window will appear where you can configure the email details.

Start by entering the Email To recipients. Here, you can enter the users_to_notify so that the relevant users receive the email notification when the attendance approval workflow action is triggered.

Then configure the CC and BCC fields by selecting from predefined options such as Immediate Manager’s Email, All Managers’ Email, HR Manager’s Email, Immediate Manager and HR Manager’s Email, or All Managers and HR Manager’s Email. 

This dynamic selection ensures that the right stakeholders receive communication automatically.

Next, enter the Subject line of the email. You can personalize it further by inserting system literals such as {{ row.employee_name }} to dynamically display the employee’s name in the subject line.

Now move to the Content section. You can either enter your message using HTML code for advanced formatting or toggle the Switch to Text Editor option to “Yes” to use a simpler text editor interface. 

Draft your email content clearly and professionally. Use system variables wherever required to automate personalization.

If you need to attach a file, enter the file path in the Attachment field. 

Once all configurations are complete, click on the Save button within the pop-up to store the email settings.

After saving, ensure that the Published toggle for that specific template row is set to “Yes.” 

You can repeat this process to add more templates for other situations such as rejection, withdrawal, or completion notifications.

If you wish to delete a specific row within the configuration, simply click on the bin icon at the end of that row.

Once you finish configuring all required templates, click on the Submit button to save the entire template configuration.

Step 5: Edit Existing Email Templates

If you want to edit an existing template, return to the Email Template list page. 

You can locate the template by using the search bar . Enter relevant keywords and click on the Go button to filter results. If needed, click on the Reset button to remove filters. 

You can also scroll manually through the list to find the template.

Once you locate the desired template, click on the pen icon under the Action column. 

The system will open the template in editable format. Make the required changes and click on the Submit button to save the updates.

Step 6: Copy or Delete Templates

If you want to reuse an existing template as a base, click on the clipboard icon under the Action column. 

This allows you to quickly duplicate a template and modify it as needed without creating one from scratch.

To delete one or more templates, select them by clicking on the corresponding checkboxes . Then click on the Delete button. 

The system will display a confirmation alert to ensure that you want to proceed with the deletion. Confirm your action to permanently remove the selected templates.

Conclusion

That’s it! 

You’ve now successfully created and managed email templates in uKnowva. 

By following this process, you ensure that your organizational communication is automated, structured, and consistent across workflows and processes.  

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..