This email catalogue is a full list of every built in email that Folio sends. If you are searching for why you received a particular email, this is the place to look. You can click on the thumbnail image of the email template or example to view it.
General
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Daily Digest | Daily Digest for {Date} | Sent daily, Grouped into the following sections: Due Today, Overdue, Escalations, New, Due Soon, Updates. | ||
| List Screen Export | {List Name} Export | Sent when exporting a list screen with 300 or more rows. The exported list screen will be attached to the email | ||
| Report Subscription | Report {Report name} for the {Time Period} | Sent as per report subscription to the users subscribed to the report with the report attached | ||
| @mention email | {User} mentioned you on {Key} | Sent when @mention is used on a note on a Folio record to the users mentioned. |
User
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Reset Password | Reset Password Instructions | Sent when the user selects ‘Forgot your Password’ | ||
| Unlock account | Unlock your Folio account | Sent when a User account has been locked after 10 failed login attempts | ||
| Responsibility Email | Items assigned to you. | Sent when an Administrator selects ‘Send Responsibility Email’, The Email contains all of the items that user is responsible for in Folio | ||
| Welcome Email | Welcome to Folio | Sent when an Administrator selects ‘Send Welcome Email’, The Email is setup on the Organisation Screen | ||
| You are a relieving manager | Leave Management: You are Relieving Manager for {User} between {Dates} | Sent to a user when they are made the reliving manager for another user and contains the time period they are reliving manger for | ||
| You are no longer a relieving manager | You are no longer Relieving Manager for {User} between {Dates} | Sent to a user when the leave management they are responsible for is removed | ||
| Replacing a User | New Items assigned to you | Sent to a user when they are replacing another user, the email contains all of the new items they are responsible for in folio |
Folio
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Folio Assigned | {Key} has been assigned to you. | Sent to a user when a Folio is created and they are the Person Responsible. This email can be turned off in the Notification Settings for a template | ||
| Request for Approval | {Key} Approval Request by {Requester Name} | Sent to the Approvers when a Folio approval is requested, A PDF of the Folio is attached. | ||
| Folio Approved | {Key} has been Approved | Sent to the Person Responsible when the Folio has been approved. | ||
| Folio Rejected | {Key} has been Rejected | Sent to the Person Responsible when the Folio has been rejected. | ||
| Folio Closed | {Key} has been closed | Sent to the Person Responsible when the Folio has been closed. | ||
| Credential Requested | Request for Credentials | Sent to Entity when credentials are requested. If there are no entity contacts, the email will be sent as a fallback to all super users. | ||
| Credentials Uploaded | Credentials uploaded for Folio {Key} | Sent to the person responsible of the Folio where the Request was made when credentials are uploaded by the Entity | ||
| Credentials Approved | Credential approved for Folio {Key} |
Sent to the Person Responsible of the Folio where the request was made if the Entity has Credential Approvers after those approvers have approved the Credential | ||
| Bulk Merge Doc result | {Merge Doc Title} is attached | Sent to the selected Entities and Contacts when setup, including the attached MergeDocs and the email that is setup on the MergeDocs tab for a template | ||
| Folio Extract is ready | The zipped file for {key} is ready to download | Sent to a user when they click "Create a Zip", the email will contain a zip which has all of the attachments on the Folio and a PDF of the Folio | ||
| Folio made Confidential | Folio {Key} made Confidential - Access Restricted | When a Folio is made confidential this email is sent to all users who are able to view the confidential Folio | ||
| Folio removed Confidential | Folio {key} removed Confidential | When a Folio has its confidential removed this email is sent to all users who are able to see the confidential Folio | ||
| You have been made a Folio Approver | You have been made an Approver | Sent to a user when they replace another user as an approver on a Folio Template. This can happen from either the Workflow tab or from the User's Responsibilities Screen | ||
| Folio Approvals now escalate to you | {Template Name} / { x Templates} will now escalate to you |
Sent to a user when they replace another user as an Escalation user on a Folio Stage. If it is all on one Template the subject will say the template, otherwise it will just say the number of template. |
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Variation
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Variation Assigned | {Key} has been assigned to you | Sent to the Person Responsible for the Variation when it is created | ||
| Variation Approval Request | {Key} Variation Approval Request by {Person} | Sent to the Variation approvers when the Variation is sent for Variation Approval | ||
| Variation Rejected | {Key} Variation Rejected | Sent to the Person Responsible when the Variation Approval is rejected by one of the approvers | ||
| Variation Approved | {Key} has been Approved | Sent to the Person Responsible when the Variation Approval is approved by the approvers | ||
| Variation Abandoned | {Key} has been Abandoned | Sent to the Person Responsible when the Variation is abandoned (closed) |
Public Link
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Confirmation Email to Public Link Submitter | Your Reference: {Key}, {Org Name}, {Public Link Name} has been created | Sent to the submitter when a Folio record is created through a public link if the notification is turned on |  |
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| Notify Public Link Submitter of Folio Close | Your Reference: {Key}, {Org Name}, {Public Link Name} has been closed | Sent to the submitter if the option ‘send submitter close email’ is selected and the Folio record is closed | ||
| Notify Public Link Submitter of Folio Rejection | Your Reference {Key} {Title} {template name} has been rejected | Sent to the submitter if the option ‘send submitter rejection email’ is selected and the Folio record is rejected to move to the second stage in the workflow. | ||
| Public Link Merge Doc Receipt | {Merge Doc Title} is attached | Sent to the submitter when the Folio record is created through the public link and the option ‘Send Confirmation MergeDocs to Submitter’ is selected. | ||
| Send Back to Submitter | {Key} needs changes | Sent to the submitter when a Folio record is sent back to them using the ‘Send back to Submitter’ feature | ||
| Save & Return Receipt | Your form for {Tennant Name} {Public Link Name} has been saved | Sent immediately to someone who clicked Save & Return on a public link. Also sent as a reminder on every Monday until the record is submitted or deleted. | ||
| Save & Return Final Reminder | Final Reminder on incomplete forom for {Organisation Name} {Template Name} | Sent after the Save & Return access token is expired (1 Year from the last update) |
Draft Folio
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Invitation to collaborate | Invitation to collaborate on {Draft Key} | Sent to Collaborators when they are invited to collaborate on draft records. | ||
| Note created/updated in a draft | {User} created a note on {Draft Key} | Sent to collaborators when a note is created or updated on a draft record. |
Email to Folio
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Email to Folio Success | Email to Folio {key} Successful | Sent to the user when an ‘email to Folio’ is processed successfully | ||
| Email to a Folio you cannot edit | Email to Folio Unsuccessful | Sent to a user when an ‘email to folio’ has been sent to a Folio that the user does not have edit permissions for. | ||
| Email to a Folio that cannot be found |
Email to Folio Unsuccessful
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Sent to a user when an ‘email to a folio’ cannot locate the correct Folio record as the key may not exist or the key has not been provided. | ||
| Email to Folio Deleted | Email to Folio Deleted | Sent to a user when an ‘email to folio’ has been sent from an email address other than the user’s email address registered in Folio. |
Action
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Action Assigned | Action Assigned: {Action title} | Sent to a the Person Responsible for an action when ‘immediate notification’ is selected | ||
| Action Result Updated | Action has been updated to {Status} Status by {Person} | Sent to specified users when an action result is set to In Progress or Completed. | ||
| Replacing Action Person Responsible | You have been assigned the following Actions | Sent to a user when actions are reassigned to them, either from the users responsibilities list or from the actions list screen. | ||
| Replacing Action Escalation User | Some overdue actions will now escalate to you | Sent to a user when they replace another user in action escalations. This replacement is done from the user record of the user being replaced. |
Checklist
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Checklist Assigned | Checklist Assigned: {Checklist Title} | Sent to user when a checklist is assigned to them and the ‘immediate notification’ option is selected | ||
| Checklist Result Updated | Checklist {Assignment Key} has been updated to {Status name} Status by {person} Checklist Review {Assignment Key} has been updated to {Status name} Status by {Person} |
Sent to specified users when a checklist result event is set to In Progress or Completed. | ||
| Replacing Checklist Person Responsible | You have been assigned the following Checklists | Sent to a user when checklists have been reassigned to them. | ||
| Replacing Checklist Escalation User | Some overdue checklists will now escalate to you | Sent to a user when they replace another user in checklist escalations. This replacement is done from the user record of the user being replaced. Being reassigned escalated checklists from the user’s screen |
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| Checklist moved back | {Checklist name} has been sent back to {Stage name} | Sent to the Person Responsible for the Checklist or Review Stage when a user set the status of the checklist or a review stage back to in progress | ||
| Checklist Ready for Review | Checklist ready for review: {Review Stage Name} of {Assignment Key} / {Checklist Title} | Sent to checklist reviewers when a checklist is moved to a review stage |
Document Review
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Document Approval Request |
{Document Key} | {Document Title} - Approval Request |
Sent to the publishing Approvers of a Document when it is their turn to approve the Review | ||
| Document Approval Rejected | {Document Key} | {Document Title} - Rejected | Sent to Person Responsible of the Document when an reviewer rejects the Publishing Review |
Integrations
| Name | Subject | When is it Sent | Email Template | Example |
|---|---|---|---|---|
| Integration Export failed | Integration Export failed for {tennant name}: {Export Name} | Sent to user selected in ‘Send Failed Notifications to’ when there is an issue with the Export Integration | ||
| Integration Import failed | Integration Import failed for {tennant name}: {Import Name} | Sent to user selected in ‘Send Failed Notifications to’ when there is an issue with the Import Integration |