Introduction

The purpose of this guide is to help educate Tracker I-9 clients about our new Email Template Customization feature. This document provides a high-level overview of the feature, including a description of its functionality and instructions on how to start using it. Continue reading to learn more.

Email Template Customization

Introducing the Email Template Customization feature in the Tracker I-9 application! This feature allows administrators to edit and customize system-generated emails in a structured and user-friendly interface. It supports rich text formatting, merge tags, and draft version, making it easier for Admin Users to personalize communications for the recipients across the Tracker I-9 platform.

With the new WYSIWYG rich-text editor, Admin Users can now manage global email content and formatting on demand, improving flexibility, saving time, and strengthening brand consistency without the need for support requests.

There are no pre-requisites or setting enablement for this feature. This feature is available to all Mitratech Tracker I-9 clients or partners. However, there are a few Email Templates that are specific to workflows such as Employee/ Employer Appoint, Network Alliance or I-9 Pro, so please ensure these workflows are enabled for the Clients to apply the changes.

Feature Availability at System, Distributor, and Client/Employer Levels

Email Template Customization is available at three organizational levels within the Tracker I-9 platform:

1. System Level: Global templates maintained centrally.
2. Distributor Level: Templates inherited from system level with override options.
3. Client/ Employer Level: Final customizations that reflect in end-user communications. Each level may inherit templates from its parent level unless overridden.

Distributor Level Email Customization View

The Distributor Admin can access this feature by navigating to the path below.

Navigation: Admin Control Panel > System Settings > Distributor Email Customization

Client/Employer Level Email Customization View

The Client Admin can access this feature by navigating to the path below.

Navigation: Employer List View > Select any Employer > Manage Employer Settings > Email Customization  

Email Template Landing Page

The landing page displays all Email Templates available for customization. Each row represents a template with important metadata, and a corresponding action to edit. The Template Table provides an organized view to manage all the default/ custom Email templates with their details. It includes the following columns and options:

1. Header Tooltip: System or Distributor or Email Customization header with the tooltip message below: “Below is a list of Global Email templates. You can customize the email templates as needed. However, some templates are linked to specific workflows (Employee/ Employer Appoint, Network Alliance, I-9 Pro). To apply the changes, please ensure the corresponding workflow is enabled for the Clients.”
2. Filter by Template Name: Use the “Filter by Template Name” option to search for the Email templates by typing keywords. The results will update dynamically based on the input.
3. Template Name: Displays the name of the Email Templates, sorted in ascending order (A to Z) by default. Clicking on any template names opens the Details page (See Details page for more details) which includes a summary view of the selected email template. 
   1. Template Description: Hovering over the Template Name reveals a tooltip containing the template's description, providing a brief overview of its purpose and usage.
   2. Draft Pill: A Draft pill next to a template name signifies that an Admin user has saved an unpublished draft of that template. 
4. State: Indicates the Email template type for each row. 
   • Default: Templates that have never been modified or have been restored to their original state. At the system level, all email templates are classified as default.
   • Custom: Templates that have been edited or customized by Admin Users. Any modification to the default content changes the template’s status to custom.
5. Recipient: Displays the Tracker I-9 Users designated to receive email alerts associated with the selected template. Tracker I-9 supports four predefined recipient roles for email communications.
   • I-9 Manager/ Client Admin
   • Employee
   • Authorized Employer Representative
   • I-9 Manager/ Distributor Admin
6. Category: For easier reviewing of the data, the Email Templates are categorized into three categories.
   • Email Alert: All the Email Templates that can be configured to go out to either I-9 Manager/ Client Admin or Employees fall under this category. 
   • Workflow Notification: All the Email Templates that are associated to workflows such Section 1 only, Employee/ Employer Appoint, Network Alliance, and I-9 Pro fall under this category. 
   • Task Notification: All the Email Templates that have any tasks initiated or completed fall under this category. 
7. Actions: 
   • Edit Button: Click on the Edit button to navigate to the edit page for customizing the corresponding Email Template.

Email Template Details Page

The Details page provides a read-only summary of the selected Email Template. Admin Users cannot customize the subject line or email content from this view.  It includes the following components:

1. Template Name: The header displays the name of the selected Email Template. If the template is linked to multiple workflows, an info icon (i) appears, indicating that any customizations made will apply across all associated workflows. Hovering over the icon reveals a tooltip with this message: “Applicable to Section 2 or Section 3 completed and Employer or Employer Appoint Workflows”.

   1. Description: This is the same description that appears when hovering over the template name on the landing page.
   2. Recipient: Displays the Tracker I-9 Users designated to receive email alerts associated with the selected template.
   3. Last Modified On: This field records the date when an Admin User last saved changes to the Email Template content. Field is hidden for the Email templates that were never customized or any draft version saved by Admin Users.
   4. Last Modified By: This field displays the first and last name of the Admin User who performed the most recent save action on the template. Field is hidden for the Email templates that were never customized or any draft version saved by Admin Users.
   5. Subject: Displays the subject line of the selected Email Template, which appears in the email received by designated Tracker I-9 Users.
   6. Email Content: Displays the (HTML) Email content with the Tracker Logo, which appears in the email received by designated Tracker I-9 Users.
      • The Details page displays only the current live version of the subject line and email content, reflecting the most recent changes saved by an Admin User.
      • Draft changes saved by an Admin User are visible on the Edit page, allowing continued modifications before finalizing the template.
2. Edit Button: Clicking this button redirects Admin Users to the Edit page, where they can customize the subject line and email content of the selected template.
3. Send Sample Email: Clicking this button will trigger a modal pop-up with the logged in User’s email address auto-populated in the Email text field.
   • Admin Users can enter multiple email address separated by comma. 
   • If the Email field is left blank or contains an invalid email address, a validation error is triggered, and the Send button is disabled. A corresponding message is displayed below the field to prompt correction - “One or more email addresses are invalid. Please check and try again.”      
     • Cancel or Dismiss icon: Clicking on the Cancel button or dismiss icon will dismiss the pop-up. 
     • Send: Clicking on this button will send the sample email of the selected Email Template to the email addresses with a confirmation pop-up alert.
4. Restore To Default: This button is only visible for Custom Email Templates. Clicking on this button triggers a confirmation pop-up alert with the following message: "Restoring the email template to its default version will remove all the changes to the email content. This action cannot be undone. Are you sure you want to proceed?"
   • Yes: Clicking on this button will restore the Email Template to its original state and change the status from Custom to Default.                                                                       
   • No: Clicking on this button will dismiss the pop-up.
5. Back: Clicking this button returns Admin Users to the landing page.

Editing the Email Template

The Edit page enables Admin Users to customize the email subject line, content, and formatting using the enhanced WYSIWYG rich-text editor. This update allows Admins to manage global email content independently, enhancing flexibility, saving time, and ensuring consistent branding.

Several components on the Edit page mirror those on the Details page, including Back, Send Sample Email, Restore to Default, Template Name, tooltip icon, Description, Recipient, Last Modified On, and Last Modified By.

The following components are exclusive to the Edit page:

1. Draft Pill: If an Admin User previously saved changes to the Email Template as a draft, a Draft pill appears next to the Template Name to indicate its unpublished status.
2. Subject: Displays the subject line of the selected Email Template in an editable text field. Hovering over the (i) icon reveals a tooltip with the following message:

3. Reference Merge Tags: This dropdown menu displays a list of all available merge tags (placeholders) associated with the selected Email Template, allowing Admin Users to insert dynamic content as needed. 

   • If merge tags are missing or removed from the subject line or email content, they are visually flagged with a red indicator for easy identification.

          Hovering over the (i) icon reveals a tooltip with the following message: 
          

4. Editor: This is a text area field displaying all the rich text editing tools with the HTML Email content in an editable mode.

   • The rich text editor allows various customization formatting tools listed below:

Feature	Description
Undo / Redo	Revert or reapply recent changes (e.g., undo a mistakenly deleted paragraph).
Clean Formatting	Remove applied styles from selected text (e.g., clear font color and size to default).
Copy / Apply Format	Copy and reuse formatting across text (e.g., replicate bold, 14pt, blue styling).
Font Styling	Change font family, size, font color, and background color (e.g., apply Arial, 16pt, red text).
Text Formatting	Apply bold, italic, underline, or strike through (e.g., emphasize a term with bold text).
Subscript / Superscript	Format text below or above baseline (e.g., H₂O, x²).
Lists	Create numbered or bulleted lists (e.g., itemize steps or features).
Indent / Outdent	Increase or decrease text indentation (e.g., indent a quote block).
Text Alignment	Align text left, center, right, or justify (e.g., center-align a heading).
Paragraph Format	Apply structured styles like Headings or Blockquotes (e.g., format section titles with H2).
Links	Insert or edit hyperlinks (e.g., link “Help Center” to a URL).
View HTML	Toggle to raw HTML for advanced edits (e.g., insert custom styling).
Full Screen	Expand editor for easier editing of long content (e.g., compose a lengthy email in full view).

• Admin Users can customize the subject line and email content using the available formatting tools to tailor messaging and maintain consistency with organizational standards.                                                                                                                                

• Merge tags are non-editable but can be removed using the delete or backspace keys. To reinsert a tag, select it from the Reference Merge Tags dropdown - it's automatically copied to the clipboard and can be pasted into the subject line or email content.
  

5. Preview: Allows Admin Users to review the customized email content before saving or publishing final changes.

6. Cancel: Clicking on this button will return the Admin User to the details or landing pages. 

   • If the Admin User attempts to click on Cancel button without saving after making edits, a pop-up message will appear with the alert: “You have unsaved changes. Are you sure you want to exit without saving?”                                                                                                                     

   • This alert is also triggered if an Admin User attempts to leave the Edit page—such as by clicking the Back button or navigating to other tabs or menus without saving changes.

7. Save: This button is disabled by default and becomes active only when changes are made to the subject line or email content. Once enabled, clicking the button expands two available actions.

   • Save as Draft: Allows Admin Users to save changes to the subject line or email content without publishing as a draft, allowing future edits before finalizing the template. When selected, the following confirmation pop-up alert is triggered with the message: "Your customizations have been saved as a draft and will remain unpublished until finalized.”                                                                                                                                                                                                               

   • Validations: If the merge tags are removed or missing from the Subject line or Email content, selecting save as draft will trigger the following validation pop-up:

     1. Yes: Clicking on this button will save the changes as draft without including the merge tags. 

     2. No: Clicking this button closes the pop-up and automatically expands the Merge Tags dropdown, highlighting any missing merge tags with a red indicator for easy correction.

     3. Cancel: Clicking on this button will dismiss the pop-up.

   • Save: Allows Admin Users to publish or save the finalized subject line or Email content. When selected, the following confirmation pop-up alert is triggered with the message: "Saving will immediately publish all your draft changes and make them live for recipients. Do you want to proceed?"                                                                     

     1. Yes: Clicking on this button publishes the Email Template, making it live and active for designated Tracker I-9 recipients with a confirmation pop-up alert.                       

     2. No: Clicking on this button will dismiss the pop-up.

   • Validations: If the merge tags are removed or missing from the Subject line or Email content, selecting Save will trigger the following validation pop-up:

     1. Yes: Clicking on this button will save or publish the changes without including the merge tags.

     2. No: Clicking this button closes the pop-up and automatically expands the Merge Tags dropdown, highlighting any missing merge tags with a red indicator for easy correction.

     3. Cancel: Clicking on this button will dismiss the pop-up.                                                                                                                                        

   • Once changes are published or saved, the Draft pill is removed from the template name on both the Edit and Landing pages, and the template status is updated to Custom.

   • The subject line and email content are mandatory fields. If an Admin User deletes either field, an alert is triggered indicating that both must be populated before proceeding - “The email subject or content cannot be empty. Please add the required content before saving.”                                                                                                 

8. Delete Draft: Clicking on this button will trigger a confirmation pop-up with the message: “All unsaved changes will be lost and reset to their previous state, and this action cannot be undone. Are you sure you want to delete this draft?”                                                                                                                          

   1. Yes: Clicking on this button will delete the draft and remove the draft pill from the template name on both the Edit and Landing pages.
   2. No: Clicking on this button will dismiss the pop-up.

Appendix

The following table summarizes all key buttons and their functions across the customization workflow:

Button/Option	Function
Edit	Switches the template to edit mode
Send Sample Email	Sends a preview to validate email output
Restore to Default	Reverts the email template to system default
Delete Draft	Deletes the current draft customization
Cancel	Exits without saving
Save as Draft	Saves the current content for later editing
Save and Finalize	Publishes the template as the active version
Merge Tags	Inserts dynamic values such as employee name or date

Frequently Asked Questions (FAQs)

Q: Can I edit system emails at the client level?
A: Yes, the inherited template can be overridden at the Client level.

Q: What happens if I delete a draft?
A: Deleting a draft reverts to the last saved custom or inherited default version.

Q: How do I verify if my changes worked?
A: Use the 'Send Sample Email' button to preview the formatted result.

Q: What if I use an invalid merge tag?
A: The system highlights merge tag errors before saving for correction.

Q: Do I need HTML knowledge to use the editor?
A: No. The rich text editor provides WYSIWYG functionality, but HTML view is optional.

Q: Can I manually type the merge tag after accidentally removing it?
A: Yes, you can manually add the merge tags within the curly braces {‘’}} and this would dynamically replace with the actual value in the email. 

Q: Can I Distributor Admin with All access customize the inherited System templates?
A: Yes, the Distributor Admin with All access can override the inherited System templates and create their own custom versions for their clients. 

Q: Can I Distributor Admin with read only access customize the inherited System templates?
A: No, the Distributor Admin with read only access cannot customize and can only view Email templates details. The Edit button is disabled for Distributor Admin with read only access.

Q: Do the saved changes apply to all pending emails in queue?
A: Once changes are saved or published, they take effect immediately for recipients. However, emails already in the pending queue remain unaffected. The updates apply only to newly generated emails and reminder notifications triggered from that point forward.