Harmony - Email Templates – How to Create, Edit, and Delete

Email templates can be set up to receive email notifications from different modules, such as when an employee requests vacation or when an employee enrolls into a benefit plan. Each notification can only be assigned one (1) email template, but the same email template can be assigned to several different notifications, if preferred.

Note: Email notifications from Harmony are sent through Paymate’s servers. The emails will be sent from no-reply@paymatesoftware.com. This inbox is not monitored and replies will not be sent to any incoming emails. 

Creating or Editing an Email Template

1. From the module selection screen, navigate to Settings > Setup > Email Settings. Several sample email templates (prompts) are available.

2. Click an existing email template to modify it or click the “+ New” button to create a new one.

3. Enter the fields as required.

   1. “Name” refers to the name of the email template. This will be the name that appears when you’re connecting this email template to a notification.

   2. “Description” describes the email template and is an optional field.

   3. “Subject” is the subject of the email that will be sent.

   4. “Body” is the body, or contents, of the email that will be sent.

      1. Tip: For the body of the email, you can use dynamic placeholders to personalize the message. These placeholders will be replaced when the email notification is sent. Simply type in the hashtag symbol (“#”) and you can select from a dropdown list what will be included. You can also begin typing to search through the list. Please refer to the Time & Attendance User Manual for a comprehensive list of all dynamic placeholders that are available.

      2. Tip: You can also use the available formatting tools to customize your message, such as bold, italics, underline, fonts, and hyperlinks.

   5. Click the save button to save your changes.

Open

Deleting an Email Template

1. From the module selection screen, navigate to Settings > Setup > Email Settings.

2. Identify the email template that you’d like to delete.

3. Click the trashcan icon to delete the email template. The system will prompt you to confirm this action.

4. Click “OK” to delete the email template.

Note: This will delete the email template, meaning it will also automatically unassign this email template from any notifications that use this email template. Please review your notification settings in each module after deleting to ensure your notification emails are successfully sent.

Assigning an Email Template to a Notification

Email templates are assigned to notifications in the Time & Attendance and Human Resources modules to be sent out when the notification is triggered.

1. From the module selection screen, navigate to the module that you want to assign an email template to.

2. Navigate to Setup > Notifications.

3. Enable the Email toggle and the system will prompt you to select an email template to assign to this notification.

   1. If you have already enabled this notification and are simply looking to change the assigned email template, you may click the edit button on the right side to change. You may also click the Notification Preferences button to identify to whom the notification/email will be sent to.

4. Click the save button to save your changes.