Notification Template
User Guide — Writing the Email Sent When an Approval Is Raised
| Last updated: September 2026
1. Overview
When something in OnCoor needs sign-off, the people who have to approve it receive an email. The Notification Template screen is where you write that email. Each template has a name and belongs to an Approval Definition — the particular thing being approved. You pick the template you want to work on, edit its wording, and drop in tokens (placeholders) that OnCoor fills in automatically for each email.
WHERE TO FIND IT — Notification Template is under Process → Config. It opens on a template, and you switch between templates by name (see below).
2. Choosing and Editing a Template
At the top of the screen are two fields that tell you which template you're editing:
| Field | What it's for |
|---|---|
| Name | The template to work on. Open this dropdown to switch to a different template — the fields below update to match. |
| Approval Definition | The approval this template belongs to. It's shown for reference and can't be changed here. |
Below those, you edit the email itself:
| Field | What it's for |
|---|---|
| From Email ID | The address the email is sent from. |
| Description | A short note describing the template, for your own reference. |
| Subject | The email's subject line. |
| Body | The message itself. |
Your changes save automatically as you type — there's no separate Save button.
PICK THE TEMPLATE FIRST — Everything you edit applies to the template shown in the Name field. If you have several templates, make sure the right one is selected before you start changing the Subject or Body.
3. Tokens — Filling In Details Automatically
Rather than writing a fixed message, you can include tokens in the subject and body. A token is a placeholder OnCoor swaps for a real value when it sends the email — for example the name of the item awaiting approval or a link to it — so one template works for every request instead of you writing each one by hand.
The screen has two token areas:
3.1 Generic Tokens
The Generic Tokens box is a reference list of the placeholders available to you. Each one is shown with a # in front of its name, like #tokenName. To use one, type it into the Subject or Body exactly as shown — when the email is sent, OnCoor replaces it with the real value.
3.2 Tokens
The Tokens table below is where you manage the tokens for this template. Each row is one token:
| Column | What it shows |
|---|---|
| Name | The token's name. |
| Description | What the token stands for. |
Add a token with the + button, and remove one with the delete icon on its row. Once a token is listed, it can be used in the template's subject and body.
TOKENS KEEP ONE EMAIL RIGHT FOR EVERY REQUEST — Because a token is filled in per email, a single well-written template stays correct no matter which item it's about. Check the Generic Tokens box to see what's available, then type the ones you need into the Subject and Body.
4. Quick Reference
| I want to… | Do this |
|---|---|
| Open a notification template | Process → Config → Notification Template |
| Switch to a different template | Pick it from the Name dropdown |
| See which approval a template is for | Read the Approval Definition field |
| Change the email wording | Edit Subject and Body — it saves as you type |
| Set who the email comes from | Set the From Email ID |
| See the placeholders available | Look at the Generic Tokens box |
| Add a token to this template | In the Tokens table, click + |
| Put a token into the email | Type it as #tokenName in the Subject or Body |
Source: OnCoor Process Management product documentation, written for end users. For the latest screens and options, always refer to the in-app interface.