Email Notification - Setup

Overview

Email messages are one of several notification methods available in the SafeZone platform. They can be used on their own or alongside other notification channels including Push Notifications, SMS and Web Feed messages, allowing organisations to communicate with recipients through multiple channels from a single notification.

Email is ideal for communications that require more detail than can be delivered through other notification channels. Rich text formatting, hyperlinks and images can all be included, making email well suited to incident updates, recovery information and ongoing communications.

While email should not generally be relied upon as the primary channel for time-critical notifications due to the volume of email many users receive and the less prominent nature of email notifications, it remains an effective complementary communication channel for providing detailed information before, during and after an incident.

Like the other notification methods available in SafeZone, email can also be used as part of workflow automation. Email is often the preferred channel for automated notifications as these messages are typically informational rather than time critical. For example, an automated email can notify a supervisor when a user checks in to a laboratory, arrives at a campus or lands in a particular country.

Email messages can be pre-built into Notification Templates, edited from an existing template, or sent ad hoc using the Notify - New Blank Message feature.

You will need appropriate permissions to create, edit or send email messages. See the Access Control guide for more information.

Configuring Email Notifications

Whether you are creating a new blank message, editing an existing template, or sending a template, the email configuration options are the same.

1. Select Send email messages to enable email as a delivery channel for the notification.

2. Enter an Email Subject.

   Although optional, a meaningful subject is recommended as it provides recipients with a clear indication of the purpose or urgency of the email before they open it.

3. Compose the email using the rich text editor.

   The editor provides a wide range of formatting tools, allowing you to create professional emails containing headings, formatted text, hyperlinks, images and more.

   The size counter below the editor shows the current email size against the maximum limit of 64KB. Rich formatting, HTML and embedded images may increase the overall message size.

Rich Text Editor

The rich text editor includes the following formatting and editing tools.

• Text Formatting – Bold, Italic, Underline, Strikethrough, Subscript and Superscript.
• Font Family – Choose from Arial, Georgia, Impact, Tahoma, Times New Roman and Verdana.
• Font Size – Increase or decrease the font size.
• Text Colour – Change the colour of selected text.
• Background Colour – Apply highlighting behind selected text.
• Clear Formatting – Remove all formatting from the selected text.
• Paragraph Alignment – Align text left, centre or right.
• Lists – Create numbered or bulleted lists.
• Additional Paragraph Options – Access text alignment, indentation and block quote formatting.
• Insert Link – Add hyperlinks by specifying:
  • The destination URL.
  • The text to display.
  • Whether the link should open in a new browser tab.
• Insert Image – Embed images directly into the email.
• Horizontal Line – Insert a divider between sections.
• Undo / Redo – Reverse or reapply recent changes.
• Full Screen – Expand the editor to use the full browser window.
• Select All – Select all content within the editor.
• Code View – View or edit the email directly as HTML.
• Help – Display a list of keyboard shortcuts available within the editor.