Overview of Mail Template Editor & Preview Feature in Horilla HRMS
Sending emails is a big part of HR work, whether it’s for leave approvals, policy updates, or new employee onboarding. To make this easier, Horilla HRMS provides a Mail Template Editor and Preview Feature, which helps HR teams create, format, and check emails before sending them.
What is the Mail Template Editor?
The Mail Template Editor is a tool inside Horilla HRMS that allows you to create and format emails easily. Instead of writing emails from scratch every time, you can save templates and reuse them whenever needed.
What are the Key Features of Mail Template Editor:
1. Easy Text Formatting
You can make your email text bold, italic, or underlined, change font size, add colors, and more using simple formatting options, just like in Microsoft Word or Google Docs.
2. Personalized Emails with Dynamic Fields
Instead of writing names and details manually, you can use placeholders that get replaced with real employee data. For example:
{{ model_instance.get_full_name }} will be replaced with the employee’s full name.
{{ model_instance.requested_days }} will be replaced with the number of leave days requested.
This makes emails more personal and saves time!
| Field | Sender | Receiver / Recipient | Candidate |
| Full name | self.get_full_name | instance.get_full_name | instance.get_full_name |
| Recruitment | self.recruitment_id | instance.recruitment_id | instance.recruitment_id |
| Company | self.get_company | instance.get_company | instance.get_company |
| Job position | self.get_job_position | instance.get_job_position | instance.get_job_position |
| self.get_mail | instance.get_mail | instance.get_email | |
| Employee Type | self.get_employee_type | instance.get_employee_type | instance.get_employee_type |
| Work Type | self.get_work_type | instance.get_work_type | instance.get_work_type |
| Interview Table | instance.get_interview |
3. Dynamic Data Suggestion Feature
To make template or mail body creation even easier, the editor now includes a hint or suggestion feature. This provides:
- Auto-suggestions for available placeholders as you start typing with ‘{‘.
- This helps users quickly select the right dynamic fields and avoid mistakes.
4. Save and Reuse Templates
You don’t have to type the same email again and again. Just save your template once, and use it whenever you need it.
What is the Preview Feature?
Before sending an email, you can preview it to make sure everything looks right. This helps avoid mistakes like missing names or incorrect formatting.
How to Use the Preview Feature:
Write your email using the template editor (marked 4) or choose the template that you created before
Click on the Preview tab (marked 6)
The system will fill in sample data to show how the email will look to the recipient.
Check for missing information or formatting issues. If found, edit it in the write section.
If everything looks good, send the email!
Common Issues and How to Fix Them
1. Missing Employee Details in Preview
Problem: The email preview shows empty spaces or value instead of employee names or details.
Solution: Make sure you are using the correct placeholders and that the system has the necessary employee data that is available for the recipient or sender instances.
2. Formatting Looks Different in Preview
Problem: Text looks different when you preview the email.
Solution: Check for extra spaces, missing formatting, or incorrect HTML code.
Conclusion
The Horilla HRMS Mail Template Editor and Preview Feature is a game-changer for HR teams, making email communication more efficient, consistent, and professional. By providing ready-to-use templates, dynamic placeholders, and a preview function, this tool eliminates manual effort, reduces errors, and ensures that every email is accurate and personalized.
With the Hint and Suggestion Feature, even users with little technical knowledge can effortlessly create well-structured emails with the right placeholders. The ability to format text, reuse templates, and preview messages before sending ensures that HR professionals can focus on meaningful communication rather than repetitive tasks.
Whether it’s for employees, recruitment, onboarding, leave, automations, or employee announcements, the Horilla HRMS Mail Template Editor helps HR teams streamline their workflows and maintain clear, professional, and timely communication.
Start using the Horilla HRMS to enhance productivity, maintain consistency, and improve employee engagement!
