Define in the E-mail notifications section whether e-mail notifications should be sent and whether people should be notified by e-mail when they are mentioned in available fields.

You can get help in the input field with the key combination CTRL+space. For example, you get choices to confirm or mouse click.

This is how it works

Create a new range starting with{" and ending with "},".
Set "enableSending" to the value true.
This means that the entire e-mail sending process will be activated. Deactivation takes place by changing the value to false.
Set "active" to the value true or false.
Add the enumeration "fields".
Add a range for what you want to configure.
Save the changes by clicking Save.

In the following cases, you can have people notified if their name is entered in the field:

Responsible personSet the property "internalFieldName" to the value "ecsResponsible".Set the property "templateName" to the value "ecsResponsible".
Grant additional read access toSet the property "internalFieldName" to the value "ecsPermissionRead".Set the property "templateName" to the value "ecsPermissionRead".
Grant additional write access toSet the property "internalFieldName" to the value "ecsPermissionWrite".Set the property "templateName" to the value "ecsPermissionWrite".

The following fields are available for both newly created and modified contracts. Add to the respective area:

For amended contracts: The property "onChange" with the value true or false.
For newly created contracts: The property "onCreate" with the value true or false.

Please note, a notification for the configured fields will be sent only to newly entered persons.

Return to the previous editing version

You can discard your changes and return to the previous editing version at any time.

This is how it works

Open e-mail notifications. Your configuration appears.
Click Show the previous configuration.
Click Reset to return to the previous version. The previous version is saved automatically.

Discard all changes to the current version

You can discard your changes to the current version with a click on Discard changes at any time.

Saving is not possible

Check that you have not made any changes after the last save. In this case, the Save button is grayed out.

Example

In the following example, notifications are sent when:

The Person in charge is edited when the contract is created or modified.
The users under Additionally grant read access for are edited when a contract is changed.
The users under Additionally grant write access for are edited when a contract is changed.

Example configuration

{
    "general": {
        "enableSending": true
    },
    "personalNotification": {
        "active": true,
        "fields": [
            {
                "internalFieldName": "ecsResponsible",
                "templateName": "ecsResponsible",
                "onChange": true,
                "onCreate": false
            },
            {
                "internalFieldName": "ecsPermissionRead",
                "templateName": "ecsPermissionRead",
                "onChange": true,
                "onCreate": true
            },
            {
                "internalFieldName": "ecsPermissionWrite",
                "templateName": "ecsPermissionWrite",
                "onChange": true,
                "onCreate": true
            }
        ]
    }
}

You can customize the e-mail templates using the separate Configuration for e-mail templates.

E-mail templates overview

Contract management has some templates for e-mail notifications. The following describes these templates and lists the placeholders used.

Contract was automatically renewed

contract.automaticTermination: Date of cancelation of the contract requires manual action.

contract.subject: Subject of contract

contract.newContractEnd: Next possible contract end date.

contract.ecsContractEnd: Previous contract end date.

contract.newTerminationDate: Next possible date of cancelation.

contract.ecsTerminationDate: Previous date of cancelation.

contract.url: Contract URL.

Read access was granted to a contract

contract.ecsSubjectOfContract: Subject of contract.

contract.contractType: Contract type.

contract.contractualPartner: Contract partner.

contract.url: Contract URL.

Write access was granted to a contract

contract.ecsSubjectOfContract: Subject of contract.

contract.contractType: Contract type.

contract.contractualPartner: Contract partner.

contract.url: Contract URL.

New contract was created

contract.ecsSubjectOfContract: Subject of contract.

contract.contractType: Contract type.

contract.contractualPartner: Contract partner.

contract.url: Contract URL.

A task was assigned

contract.subject: Subject of contract.

task.title: Title of the task.

task.dueDate: Due date.

task.description: Description.

task.url: Task URL.

A task is due

contract.subject: Subject of contract.

task.title: Title of the task.

task.dueDate: Due date.

task.description: Description.

task.url: Task URL.

task.note: Further notes.

Duration of a contract ends soon

contract.subject: Subject of contract.

contract.contractType: Contract type.

contract.ecsNextTermination: Next possible date of cancelation.

contract.ecsNextEnd: Next possible contract end date.

contract.note: Further notes.

contract.url: Contract URL.

Defining and editing e-mail templates

In the E-mail templates section you can edit the existing standard e-mail templates and add your own texts.

The following standard e-mail templates are available:

Contract was automatically renewed
Read access was granted to a contract
Write access was granted to a contract
New contract was created
A task was assigned
A task is due
Duration of a contract ends soon

Once you have selected an e-mail template, you can now switch between the individual sections of the e-mail.

You have the option to customize the following three areas:

Subject line: Enter the subject of the e-mail here.
HTML version: Change the appearance of the e-mail and the content text here. Here you can change e.g. the text color, background color, size and font. This is the HTML-formatted e-mail body.
Text version: Enter the content text of the e-mail here. This is the e-mail body with text only.

Note

Always change both the HTML version and the text version.

Changing default e-mail templates for e-mail - This is how it works

Select the template you want to use.
In the Text suggestion selection field, select whether you want to overwrite the German or English template.
The default template remains in the background.
Confirm the security prompt Change language.
Customize the subject line, HTML version and text version.
Save the modified template.

How do I know if the default e-mail template or an already modified template is being used?

You can recognize this by the fact that you can delete a template that has already been modified. A new Discard changes and use default template button appears next to the Save button.

In addition, the Text suggestion selection field is not available.

Clicking Discard changes and use default template will return you to the default template.

Return to the default e-mail template - This is how it works

Select a template that you have modified.
Delete this template by clicking Discard changes and use default template.
The corresponding default e-mail template is available again.

User language selection

By default, you can use the texts in German or English.

Adaptation of translations in German or English

Once you make changes to a template in English or German, only this modified e-mail template is used.

Using e-mail templates in another language

You have the option to use a language other than English or German.

This is how it works

Select a template.
In the Text suggestion selection field, select whether you want to overwrite the German or English template.
The default template remains in the background.
Confirm the security prompt Change language.
Edit the Subject line, HTML version and text version in the desired language.
Save the changes by clicking Save.

Using e-mail templates in several languages

You have the option to use an e-mail template with multiple languages. In the e-mail that the user receives, the individual languages are positioned one below the other.

This is how it works

Select a template that you have modified.
In the Text suggestion selection field, select whether you want to overwrite the German or English template.
The default template remains in the background.
Confirm the security prompt Change language.
In the Subject line, HTML version, and text version tabs, copy the content.
Add this content below the existing content for each language to be used.
Edit the Subject line, HTML version and Text version in the desired languages.
Save the changes by clicking Save.

What placeholders can be used in e-mail notifications?

Placeholders are available in e-mail notifications. You can use placeholders in both the subject and the body of the e-mail.

For information on what kinds are available and which metadata from the contract or the tasks stand for what, please see the list below.

This is how it works

Pay attention to the case-sensitive spelling.
Put a placeholder in the e-mail template in double curly brackets.
Example: {{ contract.subjectOfContract }}
Always use exactly one placeholder inside the curly braces.
Precede date values with the formateDate command.
Example: {{ formatDate contract.newDateOfCancelation}}

Available placeholders for contract-related notifications:

contract.subjectOfContract: Subject of contract.

contract.url: Link to the contract.

contract.contractStartDate: Contract start date.

contract.calculatePeriods: Indicates whether calculations are enabled for this contract (possible values: true / false)

contract.endOfContract: Manually defined contract end date (if calculations are disabled). Calculated contract end date (if calculations are enabled).

contract.dateOfCancelation: Manual defined date of cancelation (if calculations are disabled). Calculated date of cancelation (if calculations are enabled).

contract.contractType: Contract type.

contract.contractualPartner: Name of the contractual partner.

contract.contactPersonOfTheContractualPartner: Contact person of the contractual partner.

contract.additionalNoteInTheTextOfTheEMail: Additional text, which should be displayed in the sent e-mail.

contract.notificationStart: Start date of notification.

contract.responsiblePersonInternal: Name of the person responsible for the contract.

contract.contractId: Automatically assigned ID of the contract.

There are additional placeholders available for the notification following automatic renewal of a contract:

contract.newEndOfContract: New, calculated contract end date (if calculations are possible for this field).

contract.newDateOfCancelation: New, calculated next possible date of cancelation (if calculations are possible for this field).

Available placeholders for task-related notifications:

contract.subjectOfContract: Subject of contract.

task.contractId: Automatically assigned ID of the contract.

task.title: Title of the task.

task.dueDate: Due date of the task.

task.description: Description of the task.

task.url: Link to the task or its contract.

task.note: Additional text, which should be displayed in the sent e-mail.

How to deactivate e-mail notifications

It is now possible to completely disable e-mail notifications within the configuration. This setting can be enabled or disabled via true or false on the enableSending parameter.

By default, e-mail notifications are enabled.

Example configuration:

Example configuration for e-mails (excerpt)

...
"mailSettings": {
        "general": {
            "enableSending": true
        },
        "personalNotification": {
            "active": true,
            "fields": [
                {
                    "internalFieldName": "ecsResponsible",
                    "templateName": "ecsResponsible",
                    "onChange": true,
                    "onCreate": false
                },
                {
                    "internalFieldName": "ecsPermissionRead",
                    "templateName": "ecsPermissionRead",
                    "onChange": true,
                    "onCreate": true
                },
                {
                    "internalFieldName": "ecsPermissionWrite",
                    "templateName": "ecsPermissionWrite",
                    "onChange": true,
                    "onCreate": true
                }
            ]
        }
    }
...

Defining contractual partners management options

Creating Power BI reports