Email Templates

Entropy Data sends emails on behalf of your organization, for example when access to a data product is requested or when a data contract quality check fails. Organization owners can customize the wording of these emails per language, or disable individual emails entirely. Emails without a customization use the built-in wording.

To manage email templates:

1. Navigate to Organization Settings (click on your organization name in the top navigation, then select "Settings")
2. Go to the Email Templates page

The overview shows every email the organization sends, with its current status: Default, Customized (per language), or Disabled.

Customizing a Template

Select an email to open its editor, pick the language tab you want to change, and switch on Customize this template. The editor starts with the built-in wording, so you can adjust it instead of writing from scratch.

While editing:

• Preview renders the current subject and body with sample data, so you can check the result before saving.
• Send test email to me sends the rendered email to your own address.
• Save activates the customization for this email and language.

To return to the built-in wording, switch Customize this template off. This removes the customization for the selected language after a confirmation.

Template Syntax

Templates are plain text with two constructs:

• {{variable}} inserts a value when the email is sent, for example the link to an access request.
• {{#if variable}}...{{/if}} includes the enclosed content only when the variable has a value. Use this for optional values such as a rejection reason. Conditional blocks cannot be nested.

Everything else is literal text. The variables available for the selected email are listed next to the editor, including a description and, where the value is fixed for your organization, the current value. The editor warns about unknown variables and unbalanced conditional blocks.

An example body for the "Access rejected" email:

Your access request has been rejected.

{{#if reason}}
Reason: {{reason}}

{{/if}}
If you have any questions, please contact us at {{supportEmail}}.

Languages

Emails are sent in the recipient's language (see Internationalization): the language the recipient chose in their profile settings, falling back to the organization's language, and then to the default language. Each supported language has its own tab in the editor, so you can customize the wording per language.

Once a template is customized, its wording also applies to languages you have not customized yet: an email in a language without its own customization falls back to the customized default language instead of the built-in translation, so recipients always get your wording.

Disabling Emails

Each email has a Send this email toggle at the top of its editor. Switch it off and the email is no longer sent for your organization, in any language.

The invitation email cannot be disabled, because it carries the invitation link that new members need to join.

Emails

The following emails can be customized:

Platform emails without an organization context, such as email verification and password reset, cannot be customized.