Email Templates Module Documentation
Table of Contents
- Module Overview (Technical)
- Module Overview (Commercial/Business)
- Module Overview (End User/Administrator)
- Configuration Sections
- Settings Reference
- Common Scenarios & Examples
- Limitations & Important Notes
- Troubleshooting Tips
- Glossary
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1. Module Overview (Technical)
What Are Email Templates?
Email Templates is a notification template module that manages customizable email layouts for system notifications. Templates support HTML and plain text content with variable substitution for dynamic data.
Architecture
┌─────────────────────────────────────────────────────────────────┐
│ Email Templates Architecture │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Email Template Definition │
│ ┌──────────────────────────────────────────────────────────┐ │
│ │ Template: New Voicemail │ │
│ │ │ │
│ │ Basic Info: │ │
│ │ ├─ Name: New Voicemail Notification │ │
│ │ ├─ Slug: new-voicemail │ │
│ │ ├─ Subject: New voicemail from {{caller_name}} │ │
│ │ ├─ From: voicemail@company.com │ │
│ │ └─ Status: Active │ │
│ │ │ │
│ │ Content: │ │
│ │ ├─ HTML: <html>... {{caller_name}} ...</html> │ │
│ │ └─ Plain Text: You have a new voicemail... │ │
│ │ │ │
│ │ Variables: {{caller_name}}, {{duration}}, {{date}} │ │
│ │ │ │
│ └──────────────────────────────────────────────────────────┘ │
│ │ │
│ ▼ Used by notification system │
│ ┌──────────────────────────────────────────────────────────┐ │
│ │ Email Sender │ │
│ │ │ │
│ │ 1. Receive notification request │ │
│ │ 2. Find template by slug │ │
│ │ 3. Replace variables with actual values │ │
│ │ 4. Send via SMTP (Email Settings) │ │
│ │ │ │
│ └──────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────┘
Key Tables
| Table | Purpose |
|---|
public.email_templates | Template definitions |
Key Files
| File | Description |
|---|
modules/emailTemplates/ | Frontend module |
2. Module Overview (Commercial/Business)
Business Value
Email Templates provides branded communications:
| Without Email Templates | With Email Templates |
|---|
| Generic emails | Branded design | |
| Fixed content | Customizable | |
| No variables | Dynamic data | |
| One format | HTML + Plain text |
Use Cases
- Voicemail Notifications
- Customize voicemail email layout
- Include caller info dynamically
- System Alerts
- Branded alert design
- Consistent formatting
- User Notifications
- Password reset emails
- Account notifications
- Fax Notifications
- Fax receipt emails
- Custom branding
Feature Highlights
| Feature | Benefit |
|---|
| Slug Identifier | System lookup | |
| HTML Content | Rich formatting | |
| Plain Text | Fallback support | |
| Variables | Dynamic content | |
| Sender Override | Per-template sender | |
| Active/Inactive | Enable/disable |
3. Module Overview (End User/Administrator)
What Can You Do?
- Create email templates
- Customize HTML and plain text content
- Use variables for dynamic data
- Override sender information
- Enable/disable templates
- Duplicate existing templates
Email Templates Interface
┌─────────────────────────────────────────────────────────────────┐
│ Email Templates │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Manage system email templates for notifications and alerts │
│ │
│ [+ New Template] │
│ │
│ [🔍 Search templates...] │
│ │
│ ┌───────────────────────────────────────────────────────────┐ │
│ │ Name │ Slug │ Subject │ Status │ │
│ ├────────────────┼────────────────┼───────────────┼────────┤ │
│ │ New Voicemail │ new-voicemail │ New voicemail │ Active │ │
│ │ Fax Received │ fax-received │ Fax from... │ Active │ │
│ │ Password Reset │ password-reset │ Reset your... │ Active │ │
│ │ System Alert │ system-alert │ Alert: ... │ Active │ │
│ └───────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────┘
Create/Edit Template
┌─────────────────────────────────────────────────────────────────┐
│ Edit Template: New Voicemail │
├─────────────────────────────────────────────────────────────────┤
│ │
│ ▼ Basic Information │
│ │
│ Name: [New Voicemail Notification ] │
│ Personalized name for the template │
│ │
│ Slug (Identifier): [new-voicemail ] │
│ Unique identifier used by the system │
│ │
│ Subject: [New voicemail from {{caller_name}}] │
│ The subject line that recipients will see │
│ │
│ From Email: [voicemail@company.com ] │
│ Override the default sender email │
│ │
│ From Name: [Company Voicemail ] │
│ Override the default sender name │
│ │
│ ──────────────────────────────────────────────────────────────│
│ │
│ ▼ Template Content │
│ │
│ HTML Content: │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ <!DOCTYPE html> ││
│ │ <html> ││
│ │ <body style="font-family: Arial, sans-serif;"> ││
│ │ <h2>New Voicemail</h2> ││
│ │ <p>You have a new voicemail from <b>{{caller_name}}</b> ││
│ │ ({{caller_number}}).</p> ││
│ │ <p>Duration: {{duration}}</p> ││
│ │ <p>Received: {{date}}</p> ││
│ │ </body> ││
│ │ </html> ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ Plain Text Content: │
│ ┌─────────────────────────────────────────────────────────────┐│
│ │ New Voicemail ││
│ │ ││
│ │ You have a new voicemail from {{caller_name}} ││
│ │ ({{caller_number}}). ││
│ │ Duration: {{duration}} ││
│ │ Received: {{date}} ││
│ └─────────────────────────────────────────────────────────────┘│
│ │
│ ──────────────────────────────────────────────────────────────│
│ │
│ ▼ Available Variables │
│ │
│ Click on a variable to insert it into the editor │
│ │
│ [{{caller_name}}] [{{caller_number}}] [{{duration}}] │
│ [{{date}}] [{{time}}] [{{extension}}] [{{mailbox}}] │
│ │
│ ──────────────────────────────────────────────────────────────│
│ │
│ ▼ Status │
│ │
│ Active: ✓ │
│ Enable or disable this template │
│ │
│ [Save Template] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────────┘
Quick Tips
TIP
Click to Insert: Click variables to insert at cursor position.
TIP
Both Formats: Always provide HTML and plain text versions.
NOTE
Slug Unique: Each template needs a unique slug identifier.
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4. Configuration Sections
| Field | Description |
|---|
| Name | Display name | |
| Slug | System identifier | |
| Subject | Email subject line | |
| From Email | Sender email override | |
| From Name | Sender name override |
Template Content
| Field | Description |
|---|
| HTML Content | Rich text version | |
| Plain Text | Fallback version |
Available Variables
| Field | Description |
|---|
| Variables | Click to insert |
Status
| Field | Description |
|---|
| Active | Enable/disable template |
5. Settings Reference
Common Template Slugs
| Slug | Purpose |
|---|
new-voicemail | Voicemail notification | |
fax-received | Fax receipt notification | |
password-reset | Password reset request | |
system-alert | System alerts | |
missed-call | Missed call notification | |
account-welcome | New account welcome |
Common Variables
| Variable | Description |
|---|
{{caller_name}} | Caller's name | |
{{caller_number}} | Caller's phone number | |
{{extension}} | Extension number | |
{{mailbox}} | Voicemail mailbox | |
{{duration}} | Call/message duration | |
{{date}} | Date of event | |
{{time}} | Time of event | |
{{company_name}} | Company name | |
{{user_name}} | Recipient name |
HTML Best Practices
| Practice | Recommendation |
|---|
| Inline CSS | Use inline styles | |
| Simple Layout | Table-based layout | |
| Fallback Fonts | System font stack | |
| Alt Text | For all images | |
| Width | Max 600px |
6. Common Scenarios & Examples
Scenario 1: Customize Voicemail Email
- Find template "new-voicemail"
- Edit HTML content
- Add company logo
- Customize styling
- Update plain text
- Save
Scenario 2: Create New Template
- Click New Template
- Enter name and slug
- Write subject with variables
- Create HTML content
- Create plain text fallback
- Enable and save
Scenario 3: Add Company Branding
<!DOCTYPE html>
<html>
<body style="font-family: Arial; background: #f5f5f5; padding: 20px;">
<div style="max-width: 600px; margin: 0 auto; background: white; padding: 20px;">
<img src="https://company.com/logo.png" alt="Company" style="max-width: 150px;">
<h2 style="color: #333;">{{subject}}</h2>
<p>{{content}}</p>
<hr style="border: 1px solid #eee;">
<p style="color: #666; font-size: 12px;">© 2025 Company Name</p>
</div>
</body>
</html>
Scenario 4: Variable Usage
Subject:
New voicemail from {{caller_name}} ({{caller_number}})
Result:
New voicemail from John Smith (+1-555-123-4567)
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7. Limitations & Important Notes
Technical Notes
NOTE
Slug Immutable: Don't change slug of system templates.
NOTE
Plain Text Required: Some clients don't support HTML.
WARNING
Test Templates: Verify rendering in different clients.
Best Practices
- Both Formats: Always provide HTML + plain text
- Inline CSS: External styles don't work in email
- Test Widely: Check Gmail, Outlook, Apple Mail
- Keep Simple: Complex layouts may break
- Use Variables: Make content dynamic
Email Client Compatibility
| Client | HTML Support | Notes |
|---|
| Gmail | Good | Strips some CSS | |
| Outlook | Limited | Use tables | |
| Apple Mail | Good | Full support | |
| Mobile | Variable | Keep simple |
8. Troubleshooting Tips
Common Issues
| Symptom | Possible Cause | Solution |
|---|
| Variables not replaced | Wrong syntax | Use {{variable}} | |
| HTML broken | External CSS | Use inline styles | |
| Email not sent | Template inactive | Enable template | |
| Blank email | Missing content | Add HTML content |
Test Template
- Edit template
- Save changes
- Trigger notification event
- Check recipient inbox
- Verify formatting
Check Template
SELECT
name,
slug,
subject,
is_active,
html_content
FROM public.email_templates
WHERE slug = 'new-voicemail';
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9. Glossary
| Term | Definition |
|---|
| Template | Reusable email layout | |
| Slug | Unique identifier | |
| Variable | Dynamic placeholder | |
| HTML Content | Rich text version | |
| Plain Text | Fallback text | |
| Override | Replace default |
Lua Script Status ℹ️
Content Module
| Component | Status |
|---|
| Email Templates | ℹ️ Template management - no Lua handler required |
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Documentation last updated: January 2026
