Email Template Wizard Customization

The Email Template Wizard allows administrators to set up email templates. Email templates send emails which:

  • Are sent after certain trigger events, such as an updated release date.
    Triggered emails are now sent one minute after a user’s update for all Entities. If a user makes multiple updates, with each update being less than a minute after the previous update, those updates will appear in a single email one minute after the final update. This prevents large numbers of email notifications being created. 
  • Contain specified content.
  • Are sent to specified users or user groups.
  • Are sent to users’ notification emails. See Update Profile.
  • Are sent through Mailgun, which uses opportunistic TLS:
    • Whenever Mailgun connects to an MX server, it tries to deliver messages over a secure TLS connection.
    • However, if the server doesn’t offer TLS or an error occurs, such as an invalid certificate while establishing the connection, Mailgun will still deliver the message but over an insecure plaintext SMTP connection.

For Plutora Test’s email templates customization page, see Plutora Test Email Templates Customization.

Customization Email Template Wizard

Comment notification emails can be generated in two ways: by toggling on Comments Customization, or by making an Email Template (see below).

To add an Email Template:

  1. Go to Settings > Customization > Email Notification.
  2. Click Email Template Wizard.
  3. Click Add.
  4. Type the Email Template Name.
  5. Type a Description.
  6. Select a Status from the drop down menu.
  7. Click Next>>.
  8. Select Entity from the drop down menu.
    Your choice of Entity will alter what Triggers are available.
    See the list of Entities and their Triggers below.
  9. Select Trigger from the drop down menu.
    If Trigger Options appears, click the toggle switch On and enter the options.
  10. Click Next>>.
  11. Type Email Subject LineFrom email and Alias, which is the name of the person or company.
  12. Type the Mail Body.
  13. Drag Entity Fields into the Mail Body to automatically generate information in the email, such as the Release Name. See the list of Entity fields below.
  14. Click Next>>.
  15. Check the email preview. Click <<Back to make changes.
  16. Choose the recipients of your email by:
    Clicking to select recipient checkboxes, such as Send to all Release Stakeholders.
    Choosing specific recipients from the Send to specified recipients drop down menu.
    Send to all watchers
  17. Click Send Test Email if you wish to send a test email.
  18. Click Finish.

 

To edit an Email Template Wizard:

  1. Go to Settings > Customization > Email Notification.
  2. Click Email Template Wizard.
  3. Click to select an Email Template.
  4. Click Edit.
  5. Edit the Email Template Name and Description and select a Status from the drop down menu.
  6. Click Next>>.
  7. Select Entity from the drop down menus.
    Your choice of Entity will alter what Triggers are available.
    See the list of Entities and their Triggers below.
  8. Select Trigger from the drop down menu.
    If Trigger Options appears, click the toggle switch On and enter the options.
  9. Click Next>>.
  10. Edit Email Subject LineFrom email and Alias, which is the name of the person or company.
  11. Edit the Mail Body.
  12. Drag and drop Entity Fields into the Mail Body to automatically generate information in the email, such as the Release Name. See the list of Entity fields below.
  13. Click Next>>.
  14. Check the email preview. Click <<Back to make changes.
  15. Edit the recipients of your email by:
    Clicking to select recipient checkboxes, such as Send to all Release Stakeholders.
    Choosing specific recipients from the Send to specified recipients drop down menu.
  16. Click Send Test Email if you wish to send a test email.
  17. Click Finish.

 

Sort Manually

Sorting Email Template Wizard Templates manually does not currently change anything in Plutora.

Refresh your browser to sort manually after sorting alphabetically. 

To sort Email Template Wizard Templates manually:

  1. Go to Settings > Customization > Email Notification.
  2. Click Email Template Wizard.
  3. Hover your mouse cursor over the sort column.
    The sort handle (six gray dots) appears.
  4. Left click and drag the sort handle to resort the Email Template Wizard.
  5. Click Submit.
    The yellow Your changes have been saved pop up opens and closes.
    If you click away from the Customization page without clicking Submit, your changes will not save.

Sort by Column Header

Sorting Email Template Wizard Templates by column header only changes their order on the Customization page.

To sort alphabetically on the Customization page by column header:

  1. Go to Settings > Customization > Email Notification.
  2. Click Email Template Wizard.
  3. Click a column header.
    The Email Template Wizard Templates will revert to their previous order when you click away from the Customization page.

 

To duplicate an Email Template Wizard:

  1. Go to Settings > Customization > Email Notification.
  2. Click Email Template Wizard.
  3. Click to select the Email Template.
  4. Click Duplicate.
  5. Edit the Email Template Name.
  6. Click Duplicate.
    There is no need to click Submit.

 

To delete an Email Template Wizard:

  1. Go to Settings > Customization > Email Notification.
  2. Click Email Template Wizard.
  3. Click to select the Email Template.
  4. Click the red delete button.
  5. Click Yes to confirm.
  6. Click Submit.
    The yellow Your changes have been saved pop up opens and closes.
    If you click away from the Customization page without clicking Submit, your changes will not save.

 

  • Grid setup allows administrators to build the structure of the email body using fields that only relate to that particular trigger.
    • For example, the grid setup that appears for the entity TEBR and trigger Assignee Updated contains fields from Release Phases and Environments, which allow fields from Releases linked to TEBRs and booked Environments to be added to the email body.
  • The Triggers available depend on the Entity chosen while creating the Email Template.
  • Comments emails (see New comments added triggers below) can be turned off using Comments Customization.

The following lists show the Triggers associated with each Entity:

Release

  • Status updated:
    • Trigger option: Send email when Release status has been changed.
  • Any value updated.
  • Systems updated.
  • New comments added.
  • Implementation date updated.

Release Activities

  • Assignee updated.
  • Status updated.
  • Any value updated.
  • New comments added.
  • Due date approaching:
    • Trigger options:
      • Email notification is sent X days before Activity or Criteria is due.
      • Send out reminder email notification each day post due date if the status is not complete.
      • Enable status updating via Secure Email Link without logging into Plutora.
        Note: Email Notifications do not include Activities or Criteria that are set to N/A.
  • Regular sending:
    • Trigger options:
      • Perform regular message sending at the selected time each day.
      • Report grid setup:
        • Click the Release tab and drag and drop Release parameters into the Release Parameters field. Selected Phase parameters will be displayed in the email if [[TABLE_Activities_Report]] is used in the email body.
          Regular sending release tab email template wizard
        • Click the Activity tab and drag and drop Activity parameters into the Activity parameters field or Criteria parameters field. Selected parameters will be displayed in the email if [[TABLE_Activities_Report]] is used in the email body.
          Regular sending activity tab email template wizard

TECRs

  • Assignee updated:
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Created:
    • Trigger options:
      • Send email when TECR status has been changed to. (Toggle switch to On to make changes.)
      • Send email when TECR type is. (Toggle switch to On to make changes.)
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Status updated:
    • Trigger options:
      • Send email when TECR status has been changed to. (Toggle switch to On to make changes.)
      • Send email when TECR type is. (Toggle switch to On to make changes.)
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Any value updated:
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • New comments added:
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Date approaching:
    • Trigger options:
      • Email notification is sent X days before Change request starts.
      • Email notification is sent X days before Change request ends.
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Conflict: When a TECR has been raised with dates that conflict with your existing Environment Bookings (whether booked from a TEBR or a Release).
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.

TEBRs

  • Assignee updated:
    • Trigger options:
      • Environment grid setup:
        • Click the Phase tab and drag and drop Phase parameters into the Phase field. Selected Phase parameters will be displayed in the email if [[TABLE_Environments]] is used in the email body.
          TEBR environment grid set up Phase
        • Click the Environment tab and drag and drop Environment parameters into the Environment field. Selected Environment parameters will be displayed in the email if [[TABLE_Environments]] is used in the email body.
          TEBR environment grid set up Environment
  • Status changed:
    • Trigger options:
      • Send email when TEBR status has been changed to. (Toggle switch to On to make changes.)
      • Environment grid setup: See Assignee updated for images.
  • Created:
    • Trigger options:
      • Enable Conditional Triggering.
        • Click to toggle Enable Conditional Triggering and select the data column, and triggering conditions. and type the value.
      • Click to select the Enable status updating via Secure Email Link without logging into Plutora checkbox to allow users to be able to update the TEBR status by clicking the email without having to be logged into Plutora.
      • Environment grid setup: See Assignee updated for images.
  • Any value updated:
    • Trigger options: Environment grid setup: See Assignee updated for images.
  • Deleted:
    • Trigger options:
      • Environment grid setup: See Assignee updated for images.
  • Expired:
    • Trigger options:
      • Email notification is sent X days before Booking request starts.
      • Environment grid setup: See Assignee updated for images.
  • Date approaching:
    • Trigger options:
      • Email notification is sent X days before Booking request starts.
      • Email notification is sent X days before Booking request ends.
      • Enable status updating via Secure Email without logging into Plutora.
      • Environment grid setup: See Assignee updated for images.
  • Conflict: When a TEBR is raised for an unavailable resource:
    • Trigger options:
      • Environment grid setup: See Assignee updated for images.
  • New comments added:
    • Trigger options:
      • Environment grid setup: See Assignee updated for images.

Changes

  • Status updated.
  • Any value updated.
  • Lock status updated.
  • New comments added.

Deployment Plan

  • Activity is about to start.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Activity hasn’t started on time.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Activity hasn’t ended on time.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Activity is completed.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Ad-hoc alert button is pressed.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Broadcast remaining duration.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.
  • Broadcast actual/planned duration.
    • Trigger options:
      • Enable status updating via Secure Email Link without logging into Plutora.

PIR Item

  • Created.
  • Status updated.
  • Any value updated.
  • New comments added.
  • PM/RC/Action status updated.

Phase/Gate

  • Dates changed.

Environment Bookings

  • Created.
  • Status updated:
    • Trigger option:
      • Send email when status has been changed to:
        • Click the toggle switch until it is blue and On, then select from the Items Selected menu.
  • Dates updated.
  • Deleted.

ELT Notification

These items are customized for each customer.

PIR

  • Created.
  • Status updated:
    • Trigger option:
      • Send email when PIR status has been changed to:
        • Click the toggle switch until it is blue and On, then select from the Items Selected menu.
  • Any value updated.

PIR Preventative Measures and Action

  • Created.
  • Any value updated.
  • Status updated.
  • Assignee Updated.
  • Due Date approaching.
    • Trigger options:
      • Send email when a Preventative measure or Action status is.
      • Email notification is sent X days before preventative measure or action is due.
      • Send out reminder email notification each day post due date if status is selected.
  • New comments added.

PIR Item Root Cause Analysis

  • Created.
  • Any value updated.
  • Status updated.
  • New comments added.

IM Forms

  • If there are any IM Forms, they will be listed.

When adding or editing an Email Template, drag entity fields into the Mail Body field to automatically insert information. The Entity Fields available depend on the Entity chosen while creating the Email Template.

Comments emails (see [[Comments]] fields below) can be turned off using Comments Customization

The following lists show the Entity Fields associated with each Entity:

Release

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Release_Status]].
  • [[Release_Type]].
  • [[Region]].
  • [[Portfolio_Association]].
  • [[Release_Date]].
  • [[Impacted Systems]].
  • [[Regression_Risk_Systems]].
  • [[Direct Link]] – Now only contains the Release ID.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[SystemRoleType_1]].
  • [[SystemRoleType_2]].
  • [[Parent_Release_ID]].
  • [[Requestor_Role]].
  • [[Update_via_Secure_URL]].

Release Activities

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Release_Type]].
  • [[Region]].
  • [[Impacted_Systems]].
  • [[Regression_Risk_Systems]].
  • [[Assigned_to_Phase/Gate]].
  • [[Activity/Criteria_ID]].
  • [[Activity/Criteria_Title]].
  • [[Activity_or_Criteria]].
  • [[Activity/Criteria_Type]].
  • [[Activity/Criteria_Status]].
  • [[Current_Phase]].
  • [[Release_Framework]].
  • [[Assigned_to]].
  • [[Start_Date]].
  • [[Due_Date]].
  • [[KPI’s_Type]].
  • [[KPI’s_Target_Cumulative]].
  • [[KPI’s_Tracking_Planned]].
  • [[KPI’s_Tracking_Actual]].
  • [[Direct_Link]] – Now only contains the Activity/Criteria ID.
  • [[Release_Link]] – Now only contains the Release ID.
  • [[SystemRoleType_1]].
  • [[SystemRoleType_2]].
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requestor_Role]].
  • [[Update_via_Secure_URL]].

TECRs

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Number]].
  • [[Title]].
  • [[Description]].
  • [[Start_Date]].
  • [[Due_Date]].
  • [[Environments_Names]].
  • [[Release_Name]].
  • [[Release_ID]].
  • [[Status]].
  • [[Assigned_to_user]].
  • [[Type]].
  • [[Requester]].
  • [[Responsible_Stakeholder]].
  • [[Outage_Start_Date]].
  • [[Outage_Due_Date]].
  • [[Direct_link]] – Now only contains the TECR Number.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

TEBRs

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Number]].
  • [[Title]].
  • [[Description]].
  • [[Start_Date]].
  • [[Due_Date]].
  • [[Release_Name]].
  • [[Release_ID]].
  • [[Booking_Request_Status]].
  • [[Assigned_to_user]].
  • [[Responsible_Stakeholder]].
  • [[Requester]].
  • [[Impacted_Systems]].
  • [[Regresssion_Risk_Systems]].
  • [[Conflict_Information]] – Conflict only. Dates are now formatted to match the Localization and a clickable link back to the TEBR is provided.
  • [[TABLE_Environments]] – This Entity Field inserts the Environment Grid setup, that was created in the Entity and Triggers tab.
  • [[Direct_link]]  – Now only contains the TEBR ID.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Changes

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[ID]].
  • [[Name]].
  • [[Lock/Unlock]].
  • [[Priority]].
  • [[Status]].
  • [[Value_Score]].
  • [[Raised_By]].
  • [[Raised_Date]].
  • [[Release_Date]].
  • [[Direct_link]]  – Now only contains the Changes ID.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Deployment Plan

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Deployment_Plan_Name]].
  • [[Deployment_Plan_Row_Number]].
  • [[Deployment_Activity_Name]].
  • [[Deployment_Activity_Description]].
  • [[Status]].
  • [[Activity_Systems]].
  • [[Release]].
  • [[External_Identifier]].
  • [[Start_Date]].
  • [[End_Date]].
  • [[Responsible]].
  • [[Direct_link]].
  • [[Remaining_Duration]].
  • [[Actual_Duration]].
  • [[Planned_Duration]].
  • [[DP_CF_]] – Deployment Plan Custom Fields will be listed here.
  • [[AIF_]] – Deployment Plan Activity Custom Fields will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR Item

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Summary]].
  • [[Theme]].
  • [[Category]].
  • [[Status]].
  • [[Description]].
  • [[PIR_ID]].
  • [[Item_ID]].
  • [[Raised_By]].
  • [[Raised_Date]].
  • [[Secure_URL]].
  • [[PIR_link]]  – Now only contains the PIR ID.
  • [[PIR_Item_link]] – Now only contains the PIR Item ID.
  • [[PIR_link_URL]].
  • [[PIR_Item_link_URL]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Phase/Gate

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Name]].
  • [[StartDate]].
  • [[EndDate]].
  • [[Phase/Gate_Type]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Release_link]] – Now only contains the Release ID.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

Environment Bookings

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[Release_ID]].
  • [[Release_Name]].
  • [[Approver/Rejector]].
  • [[Approved/Rejected_Date]].
  • [[Phase]].
  • [[Allocation_Request_Status]].
  • [[Allocation_Start_Date]].
  • [[Allocation_Due_Date]].
  • [[Request_Number]].
  • [[Request_Title]].
  • [[Environment_Name]].
  • [[Booking_link]].
  • [[Environment_link]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

ETL Notification

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[ETL_Source]].
  • [[Time]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[ID]].
  • [[Name]].
  • [[Type]].
  • [[Status]].
  • [[Description]].
  • [[Raised_By]].
  • [[Affected_Releases]].
  • [[Direct_link]] – Now only contains the PIR ID.
  • [[AIF_]] – If the user has any additional information fields they will be listed here.
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR Preventative Measures and Actions

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[PIR_ID]].
  • [[Item_ID]].
  • [[Measure_or_Action]].
  • [[ID]].
  • [[Summary]].
  • [[Status]].
  • [[Description]].
  • [[PIRItem_Summary]].
  • [[Secure_URL]].
  • [[Due_Date]].
  • [[Completed_On]].
  • [[Assigned_to_user]].
  • [[Raised_By]].
  • [[Raised_On]].
  • [[Priority]].
  • [[Systems]].
  • [[Future_Releases]].
  • [[PIR_link]] – Now only contains the PIR ID.
  • [[PIR_Item_link]] – Now only contains the PIR Item ID.
  • [[PIR_link_URL]].
  • [[PIR_Item_link_URL]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

PIR Item Root Cause Analysis

  • [[Email_Recipient]].
  • [[Company_Name]].
  • [[Comments]].
  • [[PIR_ID]].
  • [[Item_ID]].
  • [[ID]].
  • [[Summary]].
  • [[Status]].
  • [[Description]].
  • [[PIRItem_Summary]].
  • [[Secure_URL]].
  • [[Raised_By]].
  • [[Raised_On]].
  • [[PIR_link]] – Now only contains the PIR ID.
  • [[PIR_Item_link]] – Now only contains the PIR Item ID.
  • [[PIR_link_URL]].
  • [[PIR_Item_link_URL]].
  • [[Requester_Role]].
  • [[Update_via_Secure_URL]].

 

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