Email / notification template

🔒Internal

Translation status

This page was translated from the Vietnamese version (2026-05-06). For the latest content, refer to the Vietnamese original.

Overview

The Notification template module manages every email template the system sends automatically to candidates, recruiters and admins — including: registration confirmation, password reset, scout invitation, interview notification, rejection, …

Each template is identified by a triple (Channel × Type × Language) — e.g. (email × register-account-on-portal × English). When an event fires, the system looks up the matching record by this triple and renders the content to send.

Access the screen

To open the Notification template page:

1. Sign in to the backoffice at portal.lunaione.com with an account that has the list-mail-templates permission (see Access permissions).
2. From the left menu, click System setting.
3. In the Advanced system group, click Notification template.

Result: the Notification template page opens. The top shows a filter bar (Channel / Type / Language / To plus a keyword search) and below it the list of existing templates. The top-right corner has a + Add notification template button. Pagination sits at the bottom-right, default 30 rows per page.

Data on display

The list page shows the following columns:

Column	Description
Channel	Delivery method — usually email. May expand to other channels later.
Type	Event trigger key (e.g. register-account-on-portal, forgot-password-on-portal, create-new-candidate-from-csv). System-defined; do not change arbitrarily.
Language	Translation of the template — Vietnamese / Japanese / English. The system picks one based on the recipient's locale.
Subject	Subject line shown in the recipient's inbox.
From	Sender address (usually info@<tenant>.jp).
To	Recipient group — picked from an enum (e.g. emaildata = the email of the user related to the event).
Cc / Bcc	Optional — usually empty.

Each row has a Delete button at the end (visible only to users with permission — see Access permissions).

Search and filter

To narrow down the list:

1. On the filter bar, pick a value for one or more criteria:
   • Channel — filter by channel.
   • Type — filter by trigger key.
   • Language — filter by locale.
   • To — filter by recipient group.
   • Keyword search — full-text search over subject / content.
2. Click Search.

Result: only templates matching the criteria remain in the list. Pagination updates accordingly.

To clear filters and see everything again, empty the selected fields and click Search again (or reload the page).

Add a new template

1. On the Notification template page, click + Add notification template in the top-right corner.

2. Result: the Add notification template form opens with empty fields.

3. Fill in the fields — fields marked with a red * ("Required") must be filled; fields labelled "Optional" can stay blank:

   Field	Required	Description
   Channel	✓	Pick the delivery channel — usually email.
   Type	✓	Pick the trigger key. Must match an event the code emits — pick the wrong one and the template will never fire.
   Language	✓	Locale of this translation. Only one record per (Type × Language) pair.
   From	✓	Sender address. Usually info@<tenant>.jp.
   To	✓	Pick the recipient group from the system enum.
   Cc	–	Add CC addresses if needed (comma-separated).
   Bcc	–	Same as Cc.
   Subject	✓	Email subject. May contain placeholders.
   Content	✓	Email body. Supports placeholders and line breaks.

4. Click Save at the bottom of the form.

5. Expected result:

   • If the input is valid → the form closes and the new template appears in the list. The template takes effect immediately — the next event matching the trigger key + language will use this new template.
   • If a required field is empty, or the (Type × Language) pair already exists → the form does not submit and an error appears on the offending field. Fix it and click Save again.

Edit a template

1. On the Notification template page, find the template to edit (use filters if needed).
2. Click the Type column on that row.
3. Result: the detail form opens with the current values.
4. Edit the fields you need (usually Subject, Content, Cc/Bcc). Identifier fields — Channel, Type, Language — should not be changed because doing so breaks the link to the event.
5. Click Save to apply the changes.
6. Result: the form closes and the list reflects the new values. From this point on, emails go out with the new content.

⚠️ Caution: templates are used by automatic system events. Wrong edits to Subject / Content can result in incorrect emails being sent to candidates or recruiters. Recommendation: copy the original content before editing, or test with a sandbox event if available.

Placeholders {{...}} — important warning

Subject and body may contain placeholders of the form {{variable_name}} — the system replaces them with runtime values before sending (e.g. {{candidate_name}} → John Doe).

⚠️ In-UI warning: "Please consult the developer before changing values inside {{___}} text."

Why: the variable name inside a placeholder must match exactly the key the code provides. Change it incorrectly → the variable is not replaced → the user receives an email with the literal string {{candidate_name}}.

Safe rules:

• ✅ OK to change: text around the placeholder, sentence formatting, line breaks.
• ✅ OK to change: remove placeholders that are no longer needed.
• ❌ NOT OK: variable name inside {{...}}.
• ❌ NOT OK: adding new placeholders the code does not provide values for (they will render as empty strings).

If a new variable is needed → contact the dev team to add it in code first.

Delete a template

🚫 Restricted feature: At the moment, only the Sekisho customer has the delete-template feature enabled. Other customers will not see the Delete button at the end of the row. To delete or temporarily hide a template, please contact the Lisod admin for support.

For customers with the permission enabled, the delete steps are:

1. Open the Notification template page following Access the screen.
2. Find the template to delete (use filters if needed — e.g. Type = forgot-password-on-portal, Language = Vietnamese).
3. Click the Delete button at the end of the row.
4. Result: a confirmation dialog appears. The exact wording is "Are you sure you want to perform this action?" , with two buttons Cancel and Delete.
5. On the dialog:
   • Click Delete → the system deletes the template from the database. The dialog closes and the row disappears from the list. From this point on, no email goes out for any event matching that (Type × Language).
   • Click Cancel → the dialog closes, no change is made, the template stays in the list.

⚠️ Before you delete

When a template is deleted, the corresponding email will stop being sent to users — and the system does not fall back to a substitute template. Example: if you delete only the Vietnamese version of an event, users with locale Vietnamese will no longer receive that email (even if the Japanese / English versions still exist).

Recommendations before clicking Delete:

1. Check whether any users still need to receive this email.
2. If you only want to pause it — edit the template content instead of deleting. That way you don't have to recreate it when you need it again.
3. If unsure of the impact, contact the Lisod admin before deleting.

Access permissions

The module has 5 separate permissions for 5 actions. The Lisod admin assigns these permissions to roles inside your company — if you do not see one of the actions below, your role likely lacks the corresponding permission.

Action	Permission	What you'll see without it
View list	list-mail-templates	Cannot enter the Notification template page
View one template	detail-mail-template	Cannot open the view/edit form via the Type link
Create	create-mail-template	The + Add notification template button is hidden
Update	update-mail-template	The form is read-only; changes cannot be saved
Delete	delete-mail-template	The Delete button at the end of each row is hidden

🚫 Delete permission is currently enabled only for the Sekisho customer. Other customers will not see the Delete button even if the role has the permission — this is a platform-level restriction. If deletion is needed, contact the Lisod admin.

How to grant/change permissions for a role: see Permission.

Related

• System setting overview
• Message template — internal message templates
• Permission — granting delete-mail-template

Verify / Update this page

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