How to create, edit, and delete email templates in CertManager

When sending an email to customers in CertManager, you can use one of the built-in Sovos templates or create a custom template; both can be customized and saved for future use.

 

Sovos templates

To see the list of built-in Sovos templates in CertManager, go to the Email page, then click Templates.

 

Template Name

Audience

Attachment
Exemptions Expired Customers with expired exemptions CSV file containing a list of expired exemptions
Incomplete Exemptions Customers with incomplete exemptions CSV file containing a list of incomplete exemptions
Missing Exemptions Customers that have no exemption associated with their listed location(s) CSV file containing a list of the locations without exemptions
Exemptions Expiring in 30 Days Customers with exemptions that will expire within 30 days CSV file containing a list of exemptions set to expire within that period
Exemptions Expiring in 60 Days Customers with exemptions that will expire within 60 days CSV file containing a list of exemptions set to expire within that period
Exemptions Expiring in 90 Days Customers with exemptions that will expire within 90 days CSV file containing a list of exemptions set to expire within that period

 

Creating a custom template

  1. Go to the Email page and click Templates.



  2. Click New.



  3. Fill in the following required information:
    • Template name: The name that will appear in the list of custom templates.
    • Subject: The subject line of the email.



  4. Write the body of the email in the Message field. You can also add custom elements to the email, which will be replaced with customer-specific values:
    • Customer Name: Inserts the Customer Name.
    • Customer Number: Inserts the Customer Number.
    • Reply To Contact: Inserts the Contact Name.
    • Reply To Email: Inserts the Contact Email.





  5. If you need information from the customer, you can add a link to the email. When the customer clicks the link, it will open a page where they can upload the required certificate or exemption. You can read more about these tools in this article.
    • Select Include Exemption Wizard link if you want the customer to upload exemption data.
    • Select Include PDF Upload link if you want the customer to upload a certificate in PDF form.
    • Select No Link Included if you don't need information from the customer.



  6. Enter the email signature.
  7. If you want to add your company logo to the email, select Include company logo, then upload an image of your company logo.



  8. You can check the formatting by sending a test email. To do this, click Test and enter the email address of the recipient(s), then click Send.





  9. Click Save. The template will appear in the list of custom templates.





Editing an email template

You can edit Sovos templates and custom templates.

To edit an email template, follow these steps:

  1. Go to the Email page, then click Templates.



  2. Click on the template you want to edit.



  3. Make your changes, then click Save.



You can undo changes to Sovos templates by clicking the three vertical dots then clicking Reset to default.

 

Deleting an email template

Only custom templates can be deleted. Sovos templates are included in CertManager by default and cannot be deleted.

Deleting a template is permanent. Once you delete a template, it will be removed from the list of custom templates and you won't be able to recover it.

  1. Go to the Email page, then click Templates.
  2. Click the Custom templates tab.
  3. Hover over the template you want to delete, then click the Delete icon.



  4. A confirmation message will appear. If you're sure you want to delete the template, click Delete.

You can also delete a custom template by opening it, clicking the three vertical dots, then clicking Delete.