Email Templates and Submitter Portal Macros (TMS)

Email templates are used for the automatic notification of users such as notifying linguists or vendors about new jobs or notifying project managers when a job is marked as Completed. Templates are applied when defining an automated project.

Template macros can be used for the emails. Basic HTML formatting tags can be used to modify the templates. Templates cannot contain arbitrary hyperlinks. Only links inserted via Phrase-managed macros are supported.

The first email template available for automated notifications is selected.

Create Email Template

To create an email template, follow these steps:

From the Settings page, scroll down to the Administration section and click on Email templates.

The Email templates page opens.
Click on Create email template.

The Create email template page opens.
From the dropdown, select the template Type.
Provide the template's name and subject.
Modify the template's body as needed.
Click Create.

The email template is created.

Edit Email Template

To modify an email template, follow these steps:

From the Settings page, scroll down to the Administration section and click on Email templates.

The Email templates page opens.
To edit a template, click on the name of a template.

The Edit email template page opens.
Modify the template as required and click Save.

The changes are applied to the selected template.

Note

Templates containing hyperlinks cannot be edited and saved. Delete the hyperlinks from the template to save it.

Email Templates Limits

Creating and editing email templates is not enabled for organizations on trial.

Phrase TMS applies the following default limits to email templates. Limits apply per organization and are counted over 24 hours.

Any edit to a template, including creating one: up to 50 per 24 hours.
Edits that add a new link through a Phrase macro or change cc or bcc recipients: up to 5 per 24 hours. These edits also count toward the overall limit of 50.
cc and bcc recipients are not enabled by default.
When enabled, adding cc and bcc recipients is available for the following templates, with up to three email addresses per field.
- Job status changed
- Job assigned
- Next step ready
- New project via submitter portal
- Work completed
- Quote ready
- New Project via Automated Project Creation
- Source update via Automated Project Creation
- Automated project status changed
- Shared project assigned
- LQA scorecard
- Platform new work
- Quote status changed
All other template types do not support cc and bcc.

When cc or bcc recipients are set or changed, Phrase TMS sends a warning email to an organization admin, at most once per template per hour.

cc and bcc recipients already saved in a template stay unchanged, even if they exceed these limits.
Plain-text links cannot be added. Removing existing links is not limited and existing links do not prevent saving a template.

Note

Contact Phrase Support if a limit blocks a required change or if notifications are not sent.

Supported Email and Submitter Portal Macros

These can be used in email templates and submitter portal templates.

Some macros are specific and can be used only in specific templates and in specific places. Test templates before using.

The {comment} and {job.commentUrl} macros are supported only in the New Mention or Comment in Job email template. These macros do not return any text when used in other email templates, including Job Assigned.

No macro exists to insert Project Notes into job-related email templates such as Job Assigned. To provide project-specific instructions in job emails, create a separate Job Assigned email template for each project type that requires different instructions, or add the extra text manually when sending the email from the project page. Adding extra text to an email is not available when sending it from the Jobs page.

All macros must be enclosed in curly brackets (e.g. {apcName}).

Macro	Email Templates	Submitter Portal Email Template	Used	Note
apcName	Yes	No	body	Only useable in APC email templates (e.g. New automated project, Automated project source update, Project status changed).
automationWidget.quote	No	Yes	subject, body
automationWidget.submissionDate	No	Yes	subject, body
automationWidgetEditPage.url	Yes	No	subject, body
automationWidgetPage.id	No	Yes	subject, body
automationWidgetPage.url	No	Yes	subject, body
automationWidgetUser.email	No	Yes	subject, body
buyer.name	Yes	No	subject, body
comment	Yes	No	subject, body	Only useable in New Mention or Comment in Job email template
connectorName	Yes	No	body	Only useable in APC email templates (e.g. New automated project, Automated project source update, Project status changed).
connectorType	Yes	No	body	Only useable in APC email templates (e.g. New automated project, Automated project source update, Project status changed).
edition.name	Yes	No	subject, body
edition.title	Yes	No	subject, body
instantQuote.price	No	Yes	subject, body
instantQuote.submissionDate	No	Yes	subject, body
instantQuotePage.id	No	Yes	subject, body
instantQuotePage.url	No	Yes	subject, body
instantQuoteUser.email	No	Yes	subject, body
job.commentUrl	Yes	No	body	Returns a link to the job containing comments or LQA threads with mentions.
job.Count	Yes	No	subject
job.dateDue	Yes	No	subject, body
job.name	Yes	No	subject, body
job.number	Yes	No	subject, body
job.previousWorkflow.dateDue	Yes	No	subject, body
job.sourceLang	Yes	No	subject, body
job.status	Yes	No	subject, body
job.targetLang	Yes	No	subject, body
job.wordCount	Yes	No	subject, body	Provides the total word count of the job.
jobInfo	Yes	No	subject, body	Special block macro that enables providing info for many jobs. For example: `{jobInfo} File: {job.name} Language: {job.sourceLang} -> {job.targetLang} Due: {job.dateDue} {/jobInfo}` will provide information for all jobs one by one.
jobs.newStatus	Yes	No	subject
linguist.email	Yes	No	subject, body, cc, bcc
linguist.firstName	Yes	No	subject, body, cc, bcc
linguist.jobTitle	Yes	No	subject, body, cc, bcc
linguist.lastName	Yes	No	subject, body, cc, bcc
linguist.organization.id	Yes	No	subject, body, cc, bcc
linguist.organization.name	Yes	No	subject, body, cc, bcc
linguist.timezone	Yes	No	subject, body, cc, bcc
linguist.userName	Yes	No	subject, body, cc, bcc
organization.country	Yes	No	subject, body
organization.name	Yes	No	subject, body
organization.phone	Yes	No	subject, body
organization.timezone	Yes	No	subject, body
previousWorkflow.name	Yes	No	subject, body
previousWorkflow.abbr	Yes	No	subject, body
project.client	Yes	Yes	subject, body
project.dateDue	Yes	Yes	subject, body
project.domain	Yes	Yes	subject, body
project.id	Yes	Yes	subject, body
project.internalId	Yes	Yes	subject, body
project.name	Yes	Yes	subject, body
project.owner	Yes	Yes	subject, body
project.owner.email	Yes	Yes	cc, bcc
project.owner.firstName	Yes	Yes	cc, bcc
project.owner.lastName	Yes	Yes	cc, bcc
project.owner.organization.id	Yes	Yes	cc, bcc
project.owner.timezone	Yes	Yes	cc, bcc
project.owner.userName	Yes	Yes	cc, bcc
project.sourceLang	Yes	Yes	subject, body
project.status	Yes	Yes	subject, body
project.subDomain	Yes	Yes	subject, body
project.targetLang	Yes	Yes	subject, body
project.url	Yes	Yes	subject, body
quote.confirmUrl	Yes	No	subject, body
quote.id	Yes	No	subject, body
quote.name	Yes	No	subject, body
quote.price	Yes	No	subject, body
quote.status	Yes	No	subject, body
quote.targetLang	Yes	No	subject, body
quote.url	Yes	No	subject, body
quoteInfo	Yes	No	subject, body	Special block macro. See `jobInfo`
recipient.email	Yes	Yes	subject, body
recipient.firstName	Yes	Yes	subject, body
recipient.jobTitle	Yes	Yes	subject, body
recipient.lastName	Yes	Yes	subject, body
recipient.organization.id	Yes	Yes	subject, body
recipient.organization.name	Yes	Yes	subject, body
recipient.timezone	Yes	Yes	subject, body
recipient.userName	Yes	Yes	subject, body
report.file.url	Yes	No	body	Only resolved in the LQA scorecard email template, body only (not the subject line). Download link for the scorecard report.
report.file.name	Yes	No	body	Only resolved in the LQA scorecard email template, body only (not the subject line). Filename of the report being shared.
report.file.expires	Yes	No	body	Only resolved in the LQA scorecard email template, body only (not the subject line). Date the download link expires.
report.file.size	Yes	No	body	Only resolved in the LQA scorecard email template, body only (not the subject line). Size of the report file.
sender.email	Yes	No	subject, body, cc, bcc
sender.firstName	Yes	No	subject, body, cc, bcc
sender.jobTitle	Yes	No	subject, body, cc, bcc
sender.lastName	Yes	No	subject, body, cc, bcc
sender.organization.id	Yes	No	subject, body, cc, bcc
sender.organization.name	Yes	No	subject, body, cc, bcc
sender.timezone	Yes	No	subject, body, cc, bcc
sender.userName	Yes	No	subject, body, cc, bcc
sourcePost.url	Yes	No	subject, body
vendor.name	Yes	No	subject, body
webhookError	Yes	No	body
webhookUrl	Yes	No	body
workflow.abbr	Yes	No	subject, body
workflow.name	Yes	No	subject, body

Available Templates

Job Assigned

Launched manually by a Project Manager by clicking on Tools and selecting Email... in a project, or sent automatically upon the creation of a new job that has the Notify providers option enabled.
This email is sent to the Linguist(s) or Vendor(s), giving notification regarding the availability of new translation job(s).

Type:

Job assigned

Suggested name:

New Work (en)

Suggested subject:

New Work

Suggested body:

Dear {linguist.firstName},

We have new work for you:

{jobInfo}
File: {job.name}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Sign in to Phrase to get started:
{project.url}

Let me know, if you have any questions.

Best regards, 

{sender.firstName} {sender.lastName}
{sender.email}

----------------------------------------------------------

Sign in at: {system.url}
Username: {linguist.userName}

If you do not have a password already, create it by clicking on this link:
{system.url.passwordReset}

Job Rejected

Launched automatically.
When a Linguist sets a job status to Rejected in a project with multiple workflow steps, the Linguist in the previous workflow step is notified.
Disabled by default - can be enabled on a user-level by editing a Linguist profile and enabling the Reject jobs option.
Workflow hierarchical structure are applied in relation to the propagation of segments.

Type:

Job Rejected

Suggested name:

Job rejected (en)

Suggested subject:

Project {project.name}: Job(s) Rejected

Suggested body:

Dear {recipient.firstName},

Job(s) that you completed have just been rejected by a linguist in the ({nextWorkflow.name})
and need to be corrected by you.

These jobs need to be corrected:

Project: {project.url}
{jobInfo}
File: {job.name}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

P.S. This email was generated automatically.

Job Status Changed

Launched automatically.
When a Linguist or Vendor changes a job's status, this email notification is sent to the Project Owner.

Type:

Job status changed

Suggested name:

Job Status Changed (en)

Suggested subject:

Project {project.name}: {jobs.count} Job(s) {jobs.newStatus}

Suggested body:

Dear {recipient.firstName},

Your linguist user {linguist.firstName} {linguist.lastName} ({linguist.email}) 
has changed status for the following jobs:

Project: {project.url}

{jobInfo}
File: {job.name}
Changed to status: {job.status}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

LQA Scorecard

Templates can be selected in the Send LQA Scorecard modal.

Type:

LQA scorecard

Suggested name:

LQA Scorecard

Suggested subject:

{sender.firstName} {sender.lastName} shared LQA Scorecard with you{userName} shared LQA scorecard with you

Suggested body:

Dear {recipient.firstName},

{sender.firstName} {sender.lastName} shared LQA scorecard with you.

Project name: {project.name}

{jobInfo}
File: {job.name}
Language: {job.sourceLang} -> {job.targetLang}
{/jobInfo}

You can download the scorecard here: {report.file.url}

The link expires on {report.file.expires}.

New Mention or Comment in Job

Type:

New mention or comment in job

Suggested name:

New mention or comment in job (en)

Suggested subject:

New mention or comment in job {job.name}

Suggested body:

Dear {recipient.firstName},

You've been mentioned or received a new comment in the job below.

Project name: {project.name}
{jobInfo}Workflow step: {workflow.name}
Job: {job.name}
Job target locale: {job.targetLang}
{/jobInfo}
Job URL: {job.commentUrl}

New Project via Automated Project Creation

Type:

New Project via Automated Project Creation

Suggested name:

New Project via Automated Project Creation (en)

Suggested subject:

New Project via Automated Project Creation

Suggested body:

Dear {recipient.firstName},

A new project "{project.name}" has been created via your Automated Project Creation.

Project: {project.url}
Automated Project Creation: {apc.name}

Best regards

New Project via Submitter Portal

Type:

 New project via submitter portal

Suggested name:

 New project via submitter portal (en)

Suggested subject:

 New submitter portal project from {automationWidgetUser.email}

Suggested body:

Dear {recipient.firstName},

A new project has been created via your instant quote form:
{project.url}

The jobs were submitted by:
{automationWidgetUser.email}

Shared Project Assigned

Launched automatically.
The Vendor will receive an email when a Project Manager shares a project with them by clicking on Share and selecting Share with Vendor in a Project.

Type:

Shared project assigned

Suggested name:

New Shared Project (en)

Suggested subject:

New Shared Project

Suggested body:

Dear {vendor.name},

A new shared project has been assigned to you:
{project.url}

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Next Step Ready

Launched automatically.
When a Linguist sets a job status to Completed in a project with multiple workflow steps, the Linguist in the next workflow step is notified.

Type:

Next step ready

Suggested name:

Next step ready (en)

Suggested subject:

Project {project.name}: Job(s) Ready, You Can Start

Suggested body:

Dear {recipient.firstName},

You have been assigned work in the {workflow.name} workflow step.
We would like to let you know that you can start now.

The linguist who was in charge of the preceding workflow step ({previousWorkflow.name})
has just changed status to Completed for the following job(s):

Project: {project.url}
{jobInfo}
File: {job.name}
Changed to: {previousWorkflow.name} - {job.status}
Language: {job.sourceLang} -> {job.targetLang}
Due: {job.dateDue}
{/jobInfo}

Job in the preceding workflow step still not completed? Read more:
https://support.phrase.com/hc/en-us/articles/5709717879324

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

P.S. This email was generated automatically.

Shared Project Status Changed

Launched automatically.
When a Vendor changes a project status, an email notification is sent to the Buyer.

Type:

Shared project status changed

Suggested name:

Project Status Changed (en)

Suggested subject:

Project status changed

Suggested body:

Dear {recipient.firstName},

Your Vendor {vendor.name} has changed the status of the project below to: {project.status}.

Project name: {project.name}
Project url: {project.url}

Project transferred to Buyer

Launched automatically.
The Buyer will receive an email when a Project Manager shares a project with them by clicking on Share and selecting Transfer to Buyer menu in the project.

Type:

Project transferred to buyer

Suggested name:

New Project (en)

Suggested subject:

New Project

Suggested body:

Dear {buyer.name},

A new shared project has been created by us that you can also access in your profile: 
{project.url}

Let me know, if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}
{vendor.name}

Quote Failed

Launched automatically.
When files submitted via the submitter portal cannot be processed, this email is sent to the person who submitted them.

Type:

Quote failed

Suggested name:

Quote Failed (en)

Suggested subject:

Quote Failed

Suggested body:

Dear customer,

We are sorry but your quote could not be generated.

Please email your files for translation directly to me by responding to this email.

Thank you.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Quote Ready

Launched automatically.
This email template will be sent to customers when files are submitted via the submitter portal.

Type:

 Quote ready

Suggested name:

 Quote Ready (en)

Suggested subject:

 Your Quote No. {automationWidgetPage.id} Is Ready

Suggested body:

Dear customer,

Your quote {automationWidgetPage.id} is ready: {automationWidgetPage.url}

Let me know if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Source update via Automated Project Creation

Type:

Source update via Automated Project Creation

Suggested name:

Source update via Automated Project Creation

Suggested subject:

Source update via Automated Project Creation

Suggested body:

Dear {recipient.firstName},

The source segments of "{project.name}" have been updated via your Automated Project Creation.

Project: {project.url}
Automated Project Creation: {apc.name}

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Work Completed

Launched automatically.
When a Project Manager sets the status of a project that was created using the submitter portal to Completed, the client is notified by email with a link from which the translation can be downloaded.

Type:

Work completed

Suggested name:

Work Completed (en)

Suggested subject:

Work Completed

Suggested body:

Dear customer,

The work has been completed and your files are ready for download:
Project url: {instantQuotePage.url}

Let me know if you have any questions.

Best regards,

{sender.firstName} {sender.lastName}
{sender.email}

Email Templates and Submitter Portal Macros (TMS)

Create Email Template

Edit Email Template

Note

Email Templates Limits

Note

Supported Email and Submitter Portal Macros

Available Templates

Job Assigned

Job Rejected

Job Status Changed

LQA Scorecard

New Mention or Comment in Job

New Project via Automated Project Creation

New Project via Submitter Portal

Shared Project Assigned

Next Step Ready

Shared Project Status Changed

Project transferred to Buyer

Quote Failed

Quote Ready

Source update via Automated Project Creation

Work Completed

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