Execution email templates, SMTP and notifications

Separate content, transport and policy

Execution email content, SMTP delivery and notification policy are three configurations. Execution email template defines the message, Email delivery defines the platform transport, and Notifications chooses events, channels and routing. A valid preview does not prove message delivery, and a successful SMTP connection does not prove an event qualifies for a notification.

Check the selected tenant and the relevant view or management authority. Platform SMTP management requires the authorized Platform Administrator role. Use a controlled test recipient and synthetic execution data for validation.

Edit an execution email template

1. Open Preferences → Notifications → Execution email template.
2. Confirm the template's displayed scope and inheritance before editing.
3. Select the supported execution outcomes: succeeded, failed or cancelled. At least one outcome must be selected.
4. Enter a meaningful subject and optional preheader. Keep each on one line.
5. Compose both HTML and plain-text content. The text version is required and should communicate the same operational result as the HTML version.
6. Insert variables from the editor's supported catalog, using its documented percent-delimited syntax.
7. Preview the message at narrow width and inspect headings, contrast and links.
8. Save, reload and verify the content before testing actual delivery.

For a synthetic example, %WORKFLOW_NAME%, %STATUS%, %RUN_ID%, %OUTPUT_ROWS% and %EXECUTION_URL% can describe an execution and link to its authorized detail. Unknown variables are rejected. Use the available catalog instead of inventing placeholder syntax. Keep logs, credentials and sensitive data out of message bodies.

Configure SMTP delivery

1. Open Preferences → Email delivery.
2. Review SMTP host, Port, Encryption, Username, From name, From email and Reply-to email.
3. Enter Replace password only when replacing the stored credential. Blank preserves the current password according to the form.
4. Set Test recipient email to a mailbox you are authorized to use.
5. Save the reviewed configuration through Save email, then use Test SMTP as the supported form permits.
6. Choose Send test email and verify actual receipt, subject, text and link readability.

Configure notification policy

In Notifications, review Show action notifications, Position, Duration (seconds) and Maximum visible. Select the intended Delivery channels, endpoints, Events and severity, recipient roles, thresholds, deduplication, escalation and digest settings. For quiet hours, verify the selected timezone and both time boundaries.

Use Preview, Test channels and Save preferences for their distinct purposes. Inspect Delivery history after a controlled test. Sent, failed, suppressed and acknowledged outcomes should be interpreted separately; suppression by policy is not automatically an SMTP failure.

Acceptance and error recovery

A complete laboratory check verifies template persistence, correct substitution, the configured policy and actual receipt at the controlled mailbox. Record each outcome separately. Never include secret endpoint values or SMTP credentials in screenshots.

If testing fails, retain the safe displayed message and inspect one layer at a time: content, connection and credentials, then policy. Review event selection, quiet hours and deduplication before repeating a send.

Related guides: Preferences, Users and Audit.