Email signatures and notifications (FM)

This article covers the Email signatures feature and the transition to it, as the Notifications settings are being phased out and replaced by it.

In a future release, date to be determined, the notification settings will no longer be available.

Therefore, you will need to transition to using email signatures between these two releases if you have already set up the notification settings in your FM instance.

See below for the exact details of the changes in each release.

Table of contents

1. Introduction
   
   • Changes in release 2025.XX
2. How to set up email signatures
   • Placeholders
3.  Email notifications settings

Introduction

Email signatures is a feature that is used to customize the email signatures for the FM instance in the events of:

• General: When a user is created, documents are sent, or when a stock (inventory management) is below minimum
• Tickets: All emails related to tickets (emails for the reporter regarding status changes, and new messages)
• Work orders: All emails related to work orders (emails to the responsible regarding new work orders, changes to work orders, and messages)
• Suppliers: All emails to suppliers (emails to the responsible supplier regarding new work orders, changes, and messages)

You can create 1 signature per template.

Changes in release 2025.XX

The following will come with the 2025.XX release:

• Instances that relied on notification settings must be converted to use email signatures before 2025.XX, as notification settings will be replaced by email signatures:

• Templates regarding recurring work orders will be removed.
• A preview of the email template will be implemented so that you can see how the mail will look with placeholders along with the standard parts of the mail defined by Dalux. For example: Email signatures for work orders will always contain the work order number, name and deadline.

How to set up email signatures

To set up email signatures, go to

SettingsNotificationsEmail signature - Select template to edit:

This window allows you to edit the signature message that accompanies the selected mail template. There are a number of tools available to help you customize the signature, such as basic text formatting tools and placeholders:

Along with the new email signatures, we are changing the email templates to be more concise. You can see a preview of the emails and email signature in Settings Notifications

Placeholders

When customizing the email signatures you can use 'placeholders', which will automatically insert certain information related to the email that is sent, such as {APP_LINKS} which will automatically insert download links to the FM mobile apps. Only certain placeholders will be available for each signature template.

Email notifications settings

In the next release, global email settings are disabled. All emails will be sent by default, and users cannot select or deselect specific emails. Each user can only choose to receive all emails or none in their personal settings.