Mail Templates

Customize the content of system-generated emails sent by OpenGRC.

Accessing Mail Templates

  1. Navigate to Settings in the admin navigation
  2. Click the Mail Templates tab

Available Templates

Password Reset Email

Sent when a user requests a password reset.

Setting Key
Subject mail.templates.password_reset_subject
Body mail.templates.password_reset_body

New Account Email

Sent when an administrator creates a new user account.

Setting Key
Subject mail.templates.new_account_subject
Body mail.templates.new_account_body

Evidence Request Email

Sent when a data request is assigned to a user for evidence collection.

Setting Key
Subject mail.templates.evidence_request_subject
Body mail.templates.evidence_request_body

Editing Templates

Each template has two fields:

  1. Subject - The email subject line (plain text)
  2. Body - The email body content (rich HTML editor)

Rich Editor Features

The body editor supports: - Text formatting (bold, italic, underline) - Headings and paragraphs - Lists (bulleted and numbered) - Links

Note: Image and file attachments are disabled for security.

Template Variables

Templates support variable substitution using the {{ $variableName }} syntax.

Available variables depend on the email type. Common variables include: - User name - Email address - Reset links - Request details

Variables are automatically replaced with actual values when emails are sent.

Best Practices

  • Keep subjects concise - Clear, descriptive subject lines improve open rates
  • Include essential information - Users should understand the action needed
  • Test after changes - Send test emails to verify formatting
  • Use professional tone - Emails represent your organization

Permissions

Requires: - Manage Preferences permission - Storage settings must NOT be locked