Email Template enables emails in Robosme to be prepared in a standardized, fast, and context-sensitive manner.

Purpose:

• Not to write every email from scratch
• To send to the right record, with the right language, and the right content

Definition

A new Email Template is created through a modal screen. After saving, all details are edited on the Email Template screen.

The basic decisions made during definition are:

Template Type

• User
• Template Type (concept names such as Company, Contact, Sales, Case)

The User type is sufficient for scenarios where Template Type selection is not needed.

Language

• Turkish
• English
• General

Permission

• User
• Application

After the record is created, the Template Type and Permission fields are locked. This intentionally prevents misuse.

Authorization

Email Templates work with Access Level logic:

• User
  The user can only view, update, and delete templates created in their own name.
• Team
  The user can perform operations on templates defined for teams they are a member of.
• Organization
  Templates valid across the organization. This is the widest scope.

A user must:

• be authorized to view the template
• and be compatible with the record on which they perform the email operation

Robosme does not allow an "everything to everyone" approach here either.

Features

Two fields are dynamic in Email Templates:

• Subject
• Content

Dynamic content:

• If Template Type value is User → user fields
• If Template Type value is not User → related concept and linked fields

Default value logic is supported. If the field is empty, alternative text can be shown; if that is also empty, nothing is displayed.

Documents can be added to the template. When the user uses the template, this document is automatically added to the email.

Status Management

• Draft → being worked on
• Published → available for use, cannot be modified
• Inactive → out of use

Using Template in Email

The user uses the Select Template button on the email screen.

On the opened screen, in order:

• Field (To, CC, Related)
• Record
• Language
  are selected.

A record cannot be selected without selecting a field. If the field changes, the record is cleared.

Language is mandatory and defaults to the user's application language.

Templates are listed based on:

• selected record type
• selected language
• permission scope

When Use Template is clicked:

• If the subject is filled, the user is asked
• Content is added completely in new emails, only to the writing area in replies
• Template ID is recorded
• Attached documents are added to the email

If canceled, no action is taken.