Email Templates Module Documentation

Table of Contents

1. Navigation & Access
2. Screenshots & Visual Interface
3. 🎯 User Roles & Key Capabilities
4. Module Overview (Technical)
5. Module Overview (Commercial/Business)
6. Module Overview (End User/Administrator)
7. Configuration Sections
8. Settings Reference
9. Common Scenarios & Examples
10. Model Context Protocol (MCP) AI Integration
11. Limitations & Important Notes
12. Troubleshooting Tips
13. Glossary

---

Navigation & Access

To access the Email Templates module:

1. Log in to the Ring2All Web Portal (https://<domain-or-ip>/login).
2. In the left navigation sidebar, expand Admin.
3. Under System Settings, click Email Template (/admin/system-settings/email-template).
4. To modify an existing notification template, click on the template row or the edit action icon in the table (/admin/system-settings/email-template/:id).

---

Screenshots & Visual Interface

Email Templates List View

The Email Templates catalog lists all system notification types (New Voicemail, Extension Welcome, Emergency Notification, Tenant Welcome, Missed Call, Fax Delivery, Call Analysis) with their slug keys, subject lines, active states, and editing controls.

Email Template Configuration Form

The email template editor enables customization of email subjects, dynamic placeholders (e.g. {{caller_id}}, {{extension}}, {{duration}}, {{vm_link}}), HTML body markup, and plain-text fallback content.

---

🎯 User Roles & Key Capabilities

The Email Templates module standardizes and styles automated outbound email notifications across the PBX platform:

Role	Key Capabilities & Operational Scope
Super Administrator	Creates and manages baseline global notification templates (Voicemail Alerts, Fax Receipts, Password Resets, Emergency Calls).
Tenant Administrator	Tailors email subject lines, customizes HTML layouts with company logos, and adjusts dynamic placeholders for organizational branding.
Support Lead / Customer Success	Tests template rendering across desktop and mobile email clients and reviews placeholder variables to ensure clear messaging.
Telephony Auditor (Read-Only)	Examines active email template contents, sender addresses, and dynamic interpolation parameters without modification privileges.

---

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)                      │   │
│  │                                                          │   │
│  └──────────────────────────────────────────────────────────┘   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

---

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

1. Voicemail Notifications

   • Customize voicemail email layout
   • Include caller info dynamically

2. System Alerts

   • Branded alert design
   • Consistent formatting

3. User Notifications

   • Password reset emails
   • Account notifications

4. 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.

---

4. Configuration Sections

Basic Information

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

1. Find template “new-voicemail”
2. Edit HTML content
3. Add company logo
4. Customize styling
5. Update plain text
6. Save

Scenario 2: Create New Template

1. Click New Template
2. Enter name and slug
3. Write subject with variables
4. Create HTML content
5. Create plain text fallback
6. 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)

---

Model Context Protocol (MCP) AI Integration

The Ring2All PBX platform provides Model Context Protocol (MCP) tools for inspecting system email notification templates and available dynamic placeholders.

MCP Tools Reference

Tool Name	Operation	Description	Risk Level
list_email_templates	Read	Lists all system email notification templates (voicemail, password resets, welcome emails).	Low
get_email_template_status	Read	Retrieves subject line, sender details, HTML/text body structure, and interpolation variables.	Low

JSON Schema Definitions

list_email_templates

{
  "name": "list_email_templates",
  "description": "Lists all system email notification templates.",
  "parameters": {
    "type": "object",
    "properties": {
      "search": {
        "type": "string",
        "description": "Filter by template name or slug"
      }
    }
  }
}

get_email_template_status

{
  "name": "get_email_template_status",
  "description": "Retrieves configuration and available interpolation variables for an email template.",
  "parameters": {
    "type": "object",
    "properties": {
      "template_id": {
        "type": "number",
        "description": "Internal numeric email template identifier"
      },
      "slug": {
        "type": "string",
        "description": "Template slug identifier (e.g. 'voicemail_notification', 'password_reset')"
      }
    }
  }
}

Natural Language Prompt Examples

English

• “List all configured email templates and their active statuses.”
• “Show the subject line and dynamic variables available for the ‘New Voicemail’ email template.”
• “Check the HTML body template for user password reset notifications.”

Spanish

• “Muestra todas las plantillas de correo electrónico configuradas en el sistema.”
• “Consulta el asunto y las variables disponibles para la plantilla de ‘Notificación de Correo de Voz’.”
• “Verifica el contenido de la plantilla de bienvenida para nuevas extensiones.”

Enterprise Safeguards & Guardrails

1. Slug Immutability: System template slugs (e.g. voicemail_notification) are immutable to ensure background notification services can always reliably resolve them.
2. Dual-Format Requirement: Inspection tools verify that both HTML and plain-text versions exist for maximum email client compatibility.

---

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

1. Both Formats: Always provide HTML + plain text
2. Inline CSS: External styles don’t work in email
3. Test Widely: Check Gmail, Outlook, Apple Mail
4. Keep Simple: Complex layouts may break
5. 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

1. Edit template
2. Save changes
3. Trigger notification event
4. Check recipient inbox
5. Verify formatting

Check Template

SELECT
  name,
  slug,
  subject,
  is_active,
  html_content
FROM public.email_templates
WHERE slug = 'new-voicemail';

---

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

---

Documentation last updated: January 2026