Email Templates
Selected Trust Center access and administrator notification email templates. Learn the workflows, permissions, screenshots, and related setup guidance in the…
Email Templates Guide
This guide shows the seven selected Trust Center access and administrator notification email templates.
Open email branding in the Admin Center: /brand?tab=email
Overview
These selected templates cover messages for end users, account managers, and administrators. The examples show the content and context for each selected message.
Example names in the screenshots
The screenshots use these example names:
- Acme Inc is the company that runs the Trust Center.
- InReha is the company that requests access.
- john.smith@inreha.net is the person who requests access for InReha.
The examples show how a customer asks another company for access to Trust Center documents.
When these emails are sent
The selected templates cover three common activities:
- New access request: A person asks for access to the Trust Center.
- Account management: An account or contact needs attention.
- Access management: An administrator approves or rejects a document request.
Selected email templates
| Email Template | Purpose | Sent When | Recipient |
|---|---|---|---|
| Magic Link Email | Gives access to the Trust Center | A person needs a sign-in link | Trust Center visitor |
| Access Approved Email | Confirms that an access request was approved | An administrator approves an access request | Trust Center visitor |
| Access Rejected Email | Confirms that an access request was rejected | An administrator rejects an access request | Trust Center visitor |
| New Contact Notification | Reports a new contact | A new contact is added to an account | Account managers and administrators |
| New Contact Pending Approval | Reports a contact that needs review | A new contact needs approval | Account managers and administrators |
| New Account Approval | Reports an account that needs review | A new account needs approval | Account managers and administrators |
| New Access Request | Reports a document access request | A person requests access to documents | Account managers and administrators |
Emails for Trust Center visitors
These emails go to people who use the Trust Center.
1. Magic Link Email
In the screenshot, an InReha employee requests access to Acme's Trust Center. The email uses Acme's logo and gives the employee a link to trust.example.com.
| Purpose | Sent When | Recipient |
|---|---|---|
| Gives access to the Trust Center | A person needs a sign-in link | Trust Center visitor |
Key Features:
- Link expires after 20 minutes
- Link works only once
- Clear button to open the Trust Center
- Full link that the recipient can copy and paste
- Clear expiry date and time
2. Access Approved Email
In the screenshot, Acme approves John's access to all restricted documents. The email confirms his access and gives him a link to the Trust Center.
| Purpose | Sent When | Recipient |
|---|---|---|
| Confirms an approved access request | An administrator approves an access request | Trust Center visitor |
Key Features:
- Clear summary of the access granted
- Next steps
- Link to the Trust Center
- Account details
3. Access Rejected Email
In the screenshot, Acme rejects John's request for the listed documents. The email identifies the rejected documents and gives the next steps.
| Purpose | Sent When | Recipient |
|---|---|---|
| Confirms a rejected access request | An administrator rejects an access request | Trust Center visitor |
Key Features:
- List of requested documents
- Clear next steps and options
- Contact information for questions
- Future request guidance
Emails for administrators
These emails tell account managers and administrators when they need to review a contact, account, or access request.
4. New Contact Notification Email
In the screenshot, Jane Doe is added to the InReha account. The email tells Acme administrators that a new contact can access the Trust Center.
| Purpose | Sent When | Recipient |
|---|---|---|
| Reports a new contact | A new contact is added to an account | Account managers and administrators |
Key Features:
- Contact details (name and email)
- Company and account details
- Link to the Admin Center
- Clear note when no action is required
5. New Contact Pending Approval Email
In the screenshot, a new InReha contact requires review. The email lists the requested documents and links administrators to the pending contact.
| Purpose | Sent When | Recipient |
|---|---|---|
| Reports a contact that needs review | A new contact needs approval | Account managers and administrators |
Key Features:
- Contact details and requested documents
- Clear request for approval
- Link to the Admin Center
- Support contact information
6. New Account Approval Email
In the screenshot, the InReha account requires review. Acme administrators receive the account name, requester email, and a link to the Admin Center.
| Purpose | Sent When | Recipient |
|---|---|---|
| Reports an account that needs review | A new account needs approval | Account managers and administrators |
Key Features:
- Company name and requester email
- Link to the account in the Admin Center
- Clear request for review
7. New Access Request Email
In the screenshot, John Smith from InReha requests access to two documents. Acme administrators receive the request details and a link to review it.
| Purpose | Sent When | Recipient |
|---|---|---|
| Reports a document access request | A person requests access to documents | Account managers and administrators |
Key Features:
- Contact information (name and email)
- List of requested documents
- Link to the Admin Center
- Clear request for review
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