Email Templates: A Comprehensive Guide

Introduction
Accessing Email Templates
Managing and Modifying Templates
Formatting with HTML Tags
Variables in Email Templates
Adding New Variables
Supported Languages
Conclusion

Introduction

In our data-centric era, the responsibilities of privacy and legal teams have grown exponentially. The Data Subject Rights (DSR) process symbolises an organisation's dedication to data protection, bridging the divide between individuals and organisations. TrustWorks streamlines this commitment, offering a comprehensive suite of email templates crafted for privacy and legal teams. These templates ensure that communication with data subjects remains clear, efficient, and compliant. This guide aims to elucidate the intricacies of these templates, providing insights on how to access, customise, and optimise them to align with your organisation's unique requirements.

Accessing Email Templates

To begin, log into your TrustWorks account (admin privileges required) and navigate to Global Settings > Email Templates.

Here, you'll discover a range of pre-populated templates, each meticulously designed for various DSR scenarios, data mapping, and assessments. While these templates are non-deletable, they are fully adaptable to cater to your specific needs.

Managing and Modifying Templates

Each template in TrustWorks is context-specific, ensuring relevance. To modify a template:

Select a Template: Click on the "+" adjacent to your chosen template to launch the editor.

Understanding the Template Editor:

Name: This is the title of the template. It helps in identifying the purpose of the email.
Context: This provides a brief description of when and why this template would be used.
Content Language: TrustWorks supports multiple languages. Choose the language in which you want the template to be drafted.

Email Content: This section is divided into:

Email Subject: The subject line of the email.
Email Title Text: The main heading of the email body.
Email Body Text: The main content of the email. This is where you provide detailed information.
Email Footer Text: Concluding remarks or any additional information you want to provide at the end of the email.

To customize:

Click on text fields to amend content.
Integrate placeholders like {dsr_type} , {organization_name} , etc., for a personalized touch.
Save Changes: Post customization, click on '+Update' to save your modifications.

Creating New Templates

While the pre-populated templates cater to a broad spectrum of needs, there might be specific scenarios unique to your organisation that require a custom template.

Create New: Click on the '+New Email Template' button.

Fill in the Details: Just like modifying a template, provide a name, context, and draft the email content.
Save: Once done, save the template. It will now be available for use alongside the pre-populated ones.

Formatting Your Email Templates with HTML Tags

In the digital realm, presentation matters. The way your emails are formatted can significantly impact readability and user experience. To help you craft visually appealing and well-structured emails, TrustWorks supports the use of HTML tags. Here's a quick guide on some commonly used HTML tags for email formatting:

Line Breaks:

  : Inserts a single line break.
  : Inserts a double line break, creating a space between lines or paragraphs.
Bold Text:
Your Text Here : Makes the text bold.
Italic Text:
Your Text Here : Italicises the text.
Underlined Text:
Your Text Here : Underlines the text.
Hyperlinks:
<a href="URL">Link Text</a> : Creates a clickable link. Replace "URL" with the actual web address and "Link Text" with the desired display text.
Lists:

Unordered List:

html
<ul>
  <li>Item 1</li>
  <li>Item 2</li>
</ul>

Ordered List:

html
<ol>
  <li>First Item</li>
  <li>Second Item</li>
</ol>

Text Color:

Your Text Here : Changes the text colour. Replace "ColourCode" with the desired colour code or name.

Remember, while HTML offers a plethora of tags, not all of them render perfectly in every email client. It's always a good practice to test your emails across different platforms to ensure consistent display.

Variables in Email Templates

Variables allow you to personalise and tailor your emails based on dynamic data. Here's a list of available variables in TrustWorks:

{dsr_type} : Type of Data Subject Request.
{data_subject_email} : Email address of the data subject.
{dsr_id} : Unique identifier for the DSR.
{dsr_result_access_token} : Access token for DSR results.
{email_confirmation_token} : Token for email confirmation.
{submitted_time} : Time when the request was submitted.
{current_state_label} : Current status label of the request.
{additional_days} : Additional days required for processing.
{identifiers_table} : Table showcasing identifiers.
{requested_information} : Information requested by the data subject.
{external_id} : External identifier.
{data_repository_id} : Identifier for the data repository.
{reason} : Reason for a particular action or status.
{task_description} : Description of a task.
{run_id} : Run identifier.
{action_id} : Action identifier.
{organization_name} : Name of your organisation.
{redirect_address} : Redirect URL or address.

By incorporating these variables, you can ensure that each email is contextually relevant and provides the recipient with all the necessary details.

Adding New Variables

To introduce a new variable:

Navigate to Global Settings > Data Subject Requests.

Locate Subject Attributes and + New Identifier.

Input the attribute's name.

Add labelling (optional). These are the labels that will be shown to the user when accessing the Widget. Please translate to all languages that you provide. If a language is missing then it will be displayed the English version as a fallback.
Optionally, make your subject attribute mandatory and visible in widget.

Remember, while the platform supports multiple languages, it's essential to ensure that your email content is appropriately translated and culturally sensitive. This will enhance the user experience and foster trust among your audience.

Conclusion

Email templates in TrustWorks are more than just pre-drafted messages; they're tools designed to enhance the efficiency, clarity, and compliance of your communication with data subjects. By understanding how to access, modify, and optimise these templates, privacy and legal teams can ensure that every interaction is not only compliant but also fosters trust and transparency. Embrace the power of tailored communication with TrustWorks' email templates and elevate your data privacy practices to new heights.