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Custom Email Template
Create and manage branded, reusable email notification templates for Data Trust.
Overview
The Custom Email Template feature in System Preferences allows administrators to create branded, reusable email templates that can be attached to validation, reconciliation, and job notifications within Data Trust. Templates are built using a rich visual editor that supports HTML, images, and variable placeholders, enabling dynamic personalisation of outbound notifications.
Prerequisites
- You are logged in to Data Trust with an Admin Pro-User role.
- Admin Console access has been granted by your system administrator.
Navigating to Custom Email Template
Path: Data Trust › Admin Console › System Preferences › Custom Email Template
Figure 1: Admin Console — System Preferences landing page
Access the Admin Console and navigate to System Preferences to find the Custom Email Template tile among all available platform configuration options. This section is accessible only to users with an Admin Pro-User role. The System Preferences landing page displays all configuration tiles in a grid layout — scroll down if the Custom Email Template tile is not immediately visible.
Figure 2: Custom Email Template tile
Click the Custom Email Template tile to open the template management page where all existing email templates are listed. From this page, you can create new templates, edit or delete existing ones, and search the template library. Templates defined here are available for selection when configuring email notification settings across all Data Trust modules.
Creating a New Email Template
- Click the New Template button.
- To add a logo or image, click Insert Image within the editor.
- Update the image source details as required.
- Switch to the Validation Template view to customise the notification content.
- Click Save when the template is complete.
Figure 3: New Template button on Custom Email Template page
The New Template button opens the email template editor in a blank state where you can design the template layout and compose the notification content. You will also need to provide a unique template name, which is how the template is identified when assigning it to notification events in other modules. Templates can include static text, dynamic variable placeholders, inline images, and HTML formatting for rich email output.
Figure 4: Email Template Editor
The Email Template Editor provides a rich WYSIWYG interface with toolbar buttons for text formatting, image insertion, table creation, and variable placeholder management. The editor renders a live preview of the template as you build it, so you can see how the email will appear to recipients. Switch between the visual editor and the source (HTML) view using the toolbar toggle if you prefer to work directly with HTML markup.
Figure 5: Insert Image option in Email Template Editor
The Insert Image option in the email template editor toolbar allows you to embed images — such as a company logo or banner graphic — directly into the email body. You can specify an external image URL or upload a file from your local drive depending on the option you select in the image dialog. Images embedded via URL require the hosting server to be accessible to the recipient's email client; using the upload option embeds the image as base64 data to avoid this dependency.
Figure 6: Changing image source details
Provide the image URL or upload a local file in the image source dialog; the editor updates the template preview to reflect the new image immediately. Adjust the image width and height fields in the dialog if the default dimensions do not fit your template layout. Click OK or Insert to confirm the image insertion and return to the template editor.
Figure 7: Logo updated in template
After inserting an image, the template preview displays the updated logo or graphic in its configured position within the email layout. Click on the image in the editor to resize or reposition it using the handles that appear around the selected image. Save the template after positioning the image to preserve the layout for future notifications.
Figure 8: Validation Template view in editor
The Validation Template view in the editor shows how the email notification will appear when triggered by a validation event in Data Trust. This view is pre-populated with a sample structure containing common validation notification placeholders such as scenario name, run date, and result summary. Customise the content in this view to match your organisation's notification style before saving the template.
Figure 9: Template saved confirmation
A success message confirms the email template has been saved and is now available for selection when configuring notifications in Data Trust workflows. The new template appears in the Custom Email Template list with the name you provided during creation. Assign the template to the relevant validation, reconciliation, or job notification settings to begin using it in production.
Editing an Existing Template
- Locate the template and click its Edit icon.
- Make the required changes and click Update.
Figure 10: Template Edit icon
Each template row in the Custom Email Template list has an Edit icon on the right side; click it to re-open the template in the editor for modification. The Edit icon is available to all administrators and opens the full template editor pre-loaded with the existing content. Before editing a template that is in active use, check the Where Used List to understand which workflows will be affected by the change.
Figure 11: Template editor pop-up
The template editor pop-up opens pre-populated with all existing template content, including the subject line, body text, images, and any embedded variables. Review the full template before making changes to avoid inadvertently removing content that is still needed. Make your targeted edits and click Update to save the modified version.
Figure 12: Update button in template editor
Click the Update button to save all changes made to the email template; the updated version is immediately applied to all future notifications that use this template. Changes are applied globally — all Data Trust modules and workflows that reference this template will use the new version from the next triggered notification onward. There is no version history for templates, so if you need to preserve the current version, copy the template content before making changes.
Figure 13: Template updated successfully
A success message confirms the template has been updated and all future notifications that reference this template will reflect the changes immediately. Verify the update by reviewing the template list to confirm the Last Modified timestamp has been updated. Consider sending a test notification from one of the workflows using this template to confirm the layout and variable substitution look correct after the edit.
Deleting a Template
- Click the Delete icon on the template row.
Figure 14: Delete template icon
Click the Delete icon on a template row to permanently remove that email template from Data Trust. A confirmation warning will appear before the deletion is carried out — review the template name in the warning message to ensure you are removing the correct one. Before deleting, use the Where Used List feature to check that no active workflows are still referencing this template, as deleting it will break those notifications.
Searching for Templates
Figure 15: Search template field
Use the search field at the top of the Custom Email Template list to filter templates by name, making it easy to locate a specific template in a large library. The search filters results in real-time as you type, narrowing the list to templates whose names match the entered text. Clear the search field to return to the full template list after locating the template you need.
Figure 16: Menu icon for additional template actions
The menu icon on the Custom Email Template page provides access to additional bulk actions, such as exporting all templates or performing bulk deletion of selected templates. Use the export option to create a backup of your template library before making large-scale changes. Bulk deletion should be used with care — always check the Where Used List for each selected template before confirming a bulk removal action.
{{scenario_name}} and {{run_date}} within templates to dynamically insert runtime values into notifications.