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Create an email template

Updated 19 October 2026 · For back office users

An Email Template describes one email. A process can send it to every record using a Send Email step, or only to some records as an action inside a Rule Match Outcome or No Rule Match Outcome step.

Before you start

You need access to your AutomatedOn back office (/umbraco). It helps to know the field names your dataset returns, because you'll use them as tokens.

Steps

  1. Create the template

    In the back office, go to your Email Templates folder and create a new Email Template. Give it a clear name, such as Course Reminder. This name is shown on the process page and in run history.

  2. Set the Sender

    Enter the address the email should come from in Sender. It must be an email address on your environment's sender domain. If it isn't, the email is sent from the default no-reply address instead. See Choose a sender address for your emails for details.

  3. Set the Recipient and Recipient (CC)

    In Recipient, enter one email address or, more usually, a token such as $$StudentEmail$$ so each record's own address is used.

    Recipient (CC) is optional. If you fill it in, a copy is sent to that one address. It also accepts tokens.

  4. Write the Subject

    Enter the Subject. You can include tokens, for example Your course $$CourseName$$ starts soon.

  5. Write the Body Text

    Write the email in Body Text. The body is sent as HTML, so use simple tags to lay it out, for example <p>Hi $$FirstName$$,</p> for each paragraph or <br> for a line break. Line breaks you type on their own are not turned into new lines.

    Values that come from your data are made safe for HTML automatically, and any line breaks inside a value are kept.

    To show a date nicely, add a format, for example $$CourseStartDate:dd MMMM yyyy$$.

  6. Save and publish

    Click Save and publish. You can now pick the template in a Send Email step, or as an action in an outcome step, on any process.

  7. Check it on the Test tab

    Open a process that uses the template, go to the Test tab and click Run test. Click a step badge on any record to see the email with that record's values filled in. Nothing is sent during a test.

What happens next

When the process runs, one email is sent per record that reaches the step. Each send is recorded in the process's History tab.

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