Create custom email export templates (Beta)

This documentation describes one or more public beta features that are in development. Beta features are subject to quick, iterative changes; therefore the current user experience in the Sigma service can differ from the information provided in this page.

This page should not be considered official published documentation until Sigma removes this notice and the beta flag on the corresponding feature(s) in the Sigma service. For the full beta feature disclaimer, see Beta features.

With custom email templates, you can create reusable sets of success, failure, and suspension messages for your organization’s email exports. Apply a template across scheduled or ad hoc exports instead of recreating your branding, layout, and copy each time.

This document provides an overview of custom email templates, and covers how to create and manage custom email templates.

User requirements

To create and manage export email templates, you must be assigned the Admin account type.

Limitations

You can only use custom email templates for email exports. Email bursts do not support custom templates.
Custom email templates cannot be used when creating actions that send notifications and export data.

About custom email templates

Custom email templates let you build reusable HTML content for your organization’s export emails, so you don’t need to recreate your branding, layout, and copy for every export. With custom email templates, you can:

Create multiple templates that users can select from when exporting data.
Customize emails for each notification type (successful, failed, and suspended exports).
Use dynamic content via variables.
Set an organization-wide default template to use instead of the default Sigma branding.

If your organization has existing email branding settings configured, you can pull from these settings in your template via variables.

Create an email template

To create a custom email template:

Go to Administration > Exports, then select the Email customization tab.
In the Email templates section, select Add.
In the Template name field, enter a name for your template. Template names must be unique within your organization.
(Optional) Select Set as organization default to use this template as the default option in the export modal.
In the Editor, edit the HTML for each notification type. Each template provides editable HTML for the following notification types:
- Success: Sent for successful email exports.
- Failure: Sent for failed email exports.
- Suspension: Sent when an email export is suspended.

Each notification type accepts and requires different Variables to include dynamic content. See Use variables in your template for more information. As you edit, the Preview of your email updates automatically.

(Optional) Select Send test email to send a copy of the email to yourself.

Test emails and the Preview don’t have an associated document to link to, so the {{document_url}} link is removed. The link is included as expected in emails sent for actual exports.

(Optional) Select Reset to default to restore the default HTML for the current notification type only. In the Reset to default modal, select Reset.
Click Save.

Use variables in your template

Variables allow you to insert values, like the exported document’s name or your organization’s name, into your templates.

You can access a list of all variables for a specific notification type by selecting Variables. Other custom variables outside of these lists aren’t supported. The listed variables can be copied and pasted into your HTML.

Required variables are marked Required in the Variables list. If a required variable is missing from a notification type, you will not be able to save the template.

Available variable types include:

Category	Variable name	Description	Available in this notification type
Schedule	`email_message`	The content of the export’s Message field, set in the export modal when the export is created	Success
Schedule	`notification_name`	The name of the export schedule, can be edited when editing a schedule	All types
Schedule	`scheduled_by_name`	The name of the schedule owner	All types
Schedule	`scheduled_by_email`	The email of the schedule owner	All types
General	`document_name`	The name of the exported document	All types
General	`document_url`	The link to the exported document	All types
General	`organization_name`	Your organization’s name, set in your organization’s account settings	All types
Branding	`sender_name`	The sender display name, set in your organization’s email branding settings	All types
Branding	`logo_url`	The URL of the logo image uploaded in your organization’s email branding settings	All types
Branding	`footer_text`	Your organization’s footer text, set in your organization’s email branding settings	All types
Failure	`error_message`	The description of the failure, generated automatically when the export fails	Failure, Suspension
Failure	`failed_targets`	The recipients or destinations that failed to export to	Failure
Failure	`trace_id`	An identifier for the export issue, generated automatically for use when contacting Sigma support	Failure, Suspension

Conditionally show or hide content

You can also show or hide content in variables depending on if they have a value by using {{#if variable}}...{{else}}...{{/if}} blocks. For example, you might want to do this for the notification_name variable:

1 {{#if notification_name}}
2 <p>Schedule: {{notification_name}}</p>
3 {{else}}
4 <p>Ad hoc export</p>
5 {{/if}}

This is useful as only scheduled exports have a specified schedule name. In the example above, if a scheduled export is sent, the notification_name variable uses the schedule name in the template. If an ad hoc export is sent, the notification_name variable is empty, so the template uses “Ad hoc export” instead.

Use custom email templates

When sending a scheduled or ad hoc email export, you can select a custom email template or the Sigma default template to use for the export. Available templates appear in the Template field when creating or editing an export.

When you select a custom template for an export, the Include link to workbook option no longer applies. Add the {{document_url}} variable to your template if you want to include a link.

See Export to email for more information.

Manage custom email templates

Manage template availability to other users

By default, every new template is available to all users in your organization when they create or edit an email export. The Sigma default template can also be managed alongside admin-authored templates, which uses Sigma’s default email branding. To restrict access to a template, you can change its availability to users.

To change a template’s availability:

Go to Administration > Exports, then select the Email customization tab.
For your desired template, select the More menu, then select Make available or Make unavailable.

At least one template must always be available to users. You cannot make your organization’s default template unavailable. Assign a different default first.

Edit an email template

To edit an existing email template:

Go to Administration > Exports, then select the Email customization tab.
Select the name of your desired template. The Editor page opens.

You cannot edit the Sigma default template.

Delete an email template

To delete an email template:

Go to Administration > Exports, then select the Email customization tab.
In the Email templates section, select the template you want to delete.
Click Delete template.
Click Delete to confirm.

Deleting a template removes it from any exports or schedules that use it, and those exports revert to the Sigma default email. If you delete your organization’s default template, your organization also reverts to the Sigma default until you set a new one.