Managing email templates

Email templates control the subject line and HTML body of the notifications MobilityManager sends. Each template is tied to a language and a context entity, and every content change is kept as a version so you can see what changed and who changed it. This article shows how to create, edit, and retire templates.

Required permission

Viewing and listing templates requires email-templates:view. Creating, updating, and deleting templates requires email-templates:manage. These are typically granted to SystemAdmin and to any custom role that owns messaging.

Fields of a template

• Key — a stable identifier used to look up the template at send time. The combination of key and language must be unique.
• Name and Description — human-friendly labels for administrators.
• Category — a free-text grouping used to filter the list.
• Language — the template's language (for example DE or EN).
• Subject template and HTML body template — the content, which can contain placeholders.
• Context entity type — the entity (such as Vehicle or Booking) whose fields you can reference as placeholders.
• Active — only active templates are used for sending.

Create a template

1. Open /admin/email-templates and choose to add a new template.
2. Enter a unique key and a descriptive name.
3. Pick the language and the context entity type.
4. Write the subject and HTML body, inserting placeholders from the catalog.
5. Save. A new template starts active, and version 1 is recorded automatically with the note "Initial version".

Note: If a template with the same key and language already exists, the save is rejected with a DUPLICATE_KEY error. Use a different key, or edit the existing template instead.

Edit a template and track versions

1. Open the template from the list.
2. Adjust any fields. You can add a change note describing the edit.
3. Save.

When the subject or body content actually changes, the platform stores a new version with an incremented version number, the editing user's email, your change note, and a timestamp. Changing only metadata (name, category, active flag) updates the record without creating a new content version.

Tip: Write a short change note on every content edit. The version history becomes an audit trail that explains why wording changed.

Deactivate or delete a template

Deleting a template is a soft operation: it sets the template to inactive rather than erasing it. Inactive templates stop being used for sending but remain visible for reference and history.

1. Open the template and either clear Active and save, or use the delete action.
2. Confirm. The template no longer participates in rendering.

Filter the list

The template list can be filtered by category, language, and active state, which helps when you maintain parallel DE and EN copies of the same message.

Warning: Before you activate an edited template, preview it. A broken placeholder or malformed markup will otherwise reach recipients.

Related

• Email template placeholders and the placeholder catalog
• Previewing and rendering an email template
• System configuration overview and access