The Email Customization feature allows you to tailor the email content that your employees receive. Whether it’s for workation notifications, business trips, or other related triggers, you now have control over the language, tone, and style of your email messages.
This guide will walk you through how to enable and use this feature in WorkFlex.
1. Enabling the Email Customization feature
If you are interested in this feature, please contact your WorkFlex customer success manager. Once the feature has been activated for your account, you’ll be able to access a new field in your Company Settings called "Customize Emails".
2. Accessing the Email Customization page
Once the feature is enabled, follow these steps:
Navigate to your Company Settings.
You will see a new section titled Customize Emails. Click on it to open the email customization page.
3. Emails by type
The email customization page is divided into sections for different types of emails:
Workation Emails
Business Trip Emails
Both
Under each section you will find the Email type field, where you can choose from the dropdown menu, the email that you want to adjust:
4. Customizing Email content
Once you’ve chosen an email to edit, you can adjust the following:
Subject Line: Edit the subject line to match your preferred phrasing.
Email Content: Change the text of the email, adjust the tone, rephrase sentences, and modify other content to suit your company’s needs.
You can also format the content using the table of items at the top of the editor.
Which includes the following tools:
Undo: Revert changes.
Redo: Reapply changes that were undone.
Font: Choose the font style for the email.
Font size: Adjust the size of the text.
Bold, Italic, Underline, Strikethrough: Apply text formatting.
Insert link: Add clickable hyperlinks.
Insert merge tag: Insert dynamic data fields like user name, dates, etc.
Text alignment: Align text to the left, right, or center.
Line height: Adjust the spacing between lines of text.
Numbered list: Create an ordered list.
Bullet list: Create an unordered list.
Increase/Decrease indent: Adjust the indentation of text.
Emojis: Insert emojis into your emails.
Special characters: Insert symbols and special characters.
Clear formatting: Remove any custom formatting and reset the text.
6. Saving your changes
Once you’ve made the necessary adjustments, click Save Changes at the bottom-right of the page.
The customized email template will now be used for all cases where the email’s trigger condition is met (e.g., a business trip notification or workation alert).
7. Language-Specific changes
After saving your changes, you may notice an attention mark on the button for the German language. This is to visually indicate that you’ve made changes to the English language template, but not yet to the German one.
You can switch to the German language by clicking the button and then make any necessary changes to the German version of the email.
Note: The same visual cue will appear if you make changes to the German template—marking the English version with the attention mark, prompting you to make any necessary edits in that language as well.
Conclusion
With the Email Customization feature, you now have the flexibility to tailor email communications based on your company’s unique tone and style. Whether you are managing workation notifications, business trip updates, or any other email trigger, you can ensure your messages are on-brand and appropriate for your audience.
If you need any assistance or have questions about the email customization process, feel free to reach out to our support team via the chat function on the platform.