Mail templates control the content of every automated email sent by Kazinex Workflows — from workflow step assignments to transmittal acknowledgement reminders. Well-configured templates ensure recipients receive clear, actionable, project-branded messages.
System mail template types
| Template key | Sent when |
|---|
workflow_assigned | A workflow step becomes active and the assignee is notified |
step_response_received | A step response is submitted (sent to the workflow initiator) |
workflow_completed | The final step is completed |
step_overdue | A step passes its due date without a response |
transmittal_issued | A transmittal is issued to a recipient |
transmittal_acknowledgement_reminder | A recipient has not acknowledged within the required-by window |
transmittal_acknowledged | A recipient acknowledges a transmittal (sent to the issuer) |
correspondence_received | Correspondence is sent to a recipient |
correspondence_overdue | Correspondence passes its response due date |
guest_share_created | A guest share is created and sent to the external reviewer |
guest_share_expiring | A guest share is within 48 hours of expiry |
member_invited | A user is invited to join a project |
Template scope hierarchy
Mail templates can be configured at three levels:
- System default — built-in Kazinex templates. Applied if no override exists.
- Organisation override — configured by Org Admin. Applies to all projects unless a project override exists.
- Project override — configured by Project Admin. Applies only to this project.
The most specific level wins. If a project override exists for transmittal_issued, it takes precedence over the org-level template.
Variable substitution
Templates use {{variable.name}} syntax for dynamic content. Variables are resolved at send time from the context of the event.
Sender variables
| Variable | Value |
|---|
{{sender.name}} | Display name of the user who triggered the action |
{{sender.email}} | Email address of the triggering user |
{{sender.role}} | Project role of the triggering user |
Recipient variables
| Variable | Value |
|---|
{{recipient.name}} | Display name of the email recipient |
{{recipient.email}} | Email address of the recipient |
{{recipient.role}} | Project role of the recipient |
Document variables
| Variable | Value |
|---|
{{document.number}} | Document number (e.g., DEMO-CIV-DWG-001) |
{{document.title}} | Document title |
{{document.revision}} | Current revision identifier |
{{document.status}} | Current document status |
{{document.discipline}} | Document discipline |
{{document.type}} | Document type |
Workflow variables
| Variable | Value |
|---|
{{workflow.name}} | Workflow template name |
{{workflow.step_name}} | Name of the current step |
{{workflow.step_type}} | Step type (Review, Approve, etc.) |
{{workflow.instructions}} | Instructions set when the workflow was started |
{{workflow.due_date}} | Due date of the current step (formatted per recipient timezone) |
Transmittal variables
| Variable | Value |
|---|
{{transmittal.number}} | Transmittal reference number |
{{transmittal.subject}} | Transmittal subject line |
{{transmittal.purpose}} | Purpose (For Approval, For Review, etc.) |
{{transmittal.issued_date}} | Date the transmittal was issued |
{{transmittal.required_by}} | Response required-by date |
{{transmittal.document_count}} | Number of documents in the transmittal |
Correspondence variables
| Variable | Value |
|---|
{{correspondence.reference}} | Correspondence reference number |
{{correspondence.type}} | Type (RFI, NCR, TQ, etc.) |
{{correspondence.subject}} | Subject line |
{{correspondence.priority}} | Priority (Low, Medium, High, Critical) |
{{correspondence.due_date}} | Response due date |
Project and date variables
| Variable | Value |
|---|
{{project.name}} | Full project name |
{{project.reference}} | Project reference code |
{{date.today}} | Today’s date (recipient timezone) |
{{action_url}} | Direct link to the relevant record |
Editing a mail template
- Go to Settings → Mail Templates (org-level) or Settings → Mail Templates (project-level).
- Select the template to edit from the list on the left.
- The editor shows two fields:
- Subject — the email subject line. Variables can be used here too.
- Body — the full email body. Plain text is supported; some organisations use basic HTML (if enabled in settings).
- Edit the content using variables from the reference table above.
- Click Save Draft.
- Use Preview to see the rendered email with sample variable values.
- Use Send Test to send a test email to your own address.
- Click Activate to make the override live.
Disabling a mail type
To stop a specific email type from being sent (e.g., step_overdue reminder is handled by a third-party system instead):
- Open the template in the editor.
- Toggle Enabled to off.
- Save. No emails of this type will be sent at the configured scope level.
If you disable at project level, the system default still fires for other projects.
Best practices
- Always include
{{action_url}} so recipients can click directly to the relevant record.
- Use
{{workflow.instructions}} in the workflow_assigned template to pass the document controller’s instructions directly into the email.
- Keep subject lines short (max 80 characters) to prevent truncation in mobile email clients.
- Avoid process rules in template bodies that conflict with the workflow step instructions — the step instructions are the authoritative source.
- Test every template after editing by using the Send Test function before activating.