Emails: Branding & Templates

The OneTrust Platform uses templates to send notification emails to users. You can customize the content and styling of these templates to suit your organization's business and branding needs.

Note:

You can change the email template content and branding for different organizational groups by selecting the organizational group to which the settings should apply in the header.

To customize email branding

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email branding & templates. The Email branding and templates screen appears.

  3. Navigate to the Branding tab.


  4. Customize the email branding, as necessary. For more information, see Branding Tab Settings Reference.
  5. Click the Save button.

Branding Tab Settings Reference





Section

Field

Description

Settings

Sender name

Enter the name of your organization you wanted displayed in the email.

Note:

The default sender name is "On behalf of <root organization> (no-reply@m.onetrust.com)" when no email accounts are configured. When email accounts are configured, the default sender name is the value that is set for each email account.

If you elect to use a Microsoft Exchange account, the following criteria will also apply:

  • Sender Name cannot be customer defined.

  • Custom Headers must start with 'X|x', such as "x-Header1".

Header

Background color

Select the background color for the header that appears on emails. To select a color, you can use the color picker, enter RGB values, or enter a valid color in hexadecimal format, such as #FFFFFF.

Logo format

Select URL to enter a URL for a hosted logo image or select File to upload an image directly in the application.

Image URL

Enter the URL at which your image is hosted.

Note:

This field appears when URL is selected in the Logo format field.

Upload logo

Click the Upload button and select an image to use as the email header. Acceptable formats are .png, .jpg, and .jpeg with a maximum file size of 500 KB.

Note:

This field appears when File is selected in the Logo format field.

Height

The height of the image in pixels. The maximum height allowed for an image is 200 pixels. Images will be automatically resized to meet this specification if applicable.

Width

The width of the image in pixels. The maximum width allowed for an image is 300 pixels. Images will be automatically resized to meet this specification if applicable.

Insert link

Enter a link to which you want to redirect users when the image is clicked.

Button

Background color

Select the background color for buttons that appear on emails. To select a color, you can use the color picker, enter RGB values, or enter a valid color in hexadecimal format, such as #FFFFFF.

Text color

Select the text color in which button text will appear. To select a color, you can use the color picker, enter RGB values, or enter a valid color in hexadecimal format, such as #FFFFFF.

Footer

Background color

Select the background color for the footer that appears on emails. To select a color, you can use the color picker, enter RGB values, or enter a valid color in hexadecimal format, such as #FFFFFF.

Text color

Select the text color in which footer text will appear. To select a color, you can use the color picker, enter RGB values, or enter a valid color in hexadecimal format, such as #FFFFFF.

Text editor

Enter customizable text to include in the footer of emails. Basic formatting options are available within the text editor.

OneTrust logo

When enabled, the OneTrust logo will appear in the email footer. You can disable this setting to remove the logo from the email footer.

Screen options

Restore to default

Clicking this button will restore the branding to the system default.

Send test email

Clicking this button will send you a generic email template with the email branding you configured.

Context Menu: Edit source code

Click the Context Menu icon and select Edit source code. The Edit source code modal appears, where you can edit the email's source code directly. Click the Apply button to apply your changes.

Email Branding FAQ

The following responses are supported solutions to frequently asked questions (FAQ) on email branding. The OneTrust team continuously monitors these inquiries and will make additional FAQ available as they are identified.

What are some steps I can take to troubleshoot my issue?

You can use the following steps to troubleshoot common email branding issues.

  1. On the Branding tab of the Email branding and templates screen, click the Context Menu icon and select Edit source code. The Edit source code modal appears.

  2. Copy the existing source code and paste it into a separate file.

  3. On the Branding tab on the Email branding and templates screen, click the Restore to default button. Then click the Save button.

  4. Enter the custom values from the source code that you copied in step 2 into the new default source code.

  5. After you have applied your changes, click the Save button and test your configuration.

Can I add a header image directly to the source code?

No - Header images cannot be added directly to the source code. You will need to add the image using the fields in the Header section of the Branding tab on the Email branding and templates screen.

To customize an email template

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email branding & templates. The Email branding and templates screen appears.

  3. Navigate to the Templates tab.
  4. Click the name of the template you want to customize. The Template details screen appears.

  5. Edit the fields, as necessary. For more information, see Template Details Screen Reference.
  6. Click the Save button.

Template Details Screen Reference



Field
Description
Disable notifications

Enable this setting to prevent system notification emails using this template from being sent for the selected organizational group and all groups below.

Email notifications

Enable this setting to prevent individual email notifications from being sent for the selected template.

Summary email notifications

Enable this setting to prevent the selected template from being included in summary email notifications. Summary emails include a list of email notifications sent within a specific interval.

Note:

This setting is not available for all email notification templates.

In-app Notifications

Enable this setting to prevent system notifications from appearing in the application for the selected template.

Note:

This setting is not available for all email notification templates.

Override

Enable this setting to edit the inherited content from the parent organization.

By default, this setting is off and templates are managed by the system.

CAUTION:

If you disable this setting after enabling it, the template will be restored to the system default for the template. Any customizations made will be lost.

Language

Select the language for which you want to customize the template.

Subject line

Enter the subject line for the email that will be sent.

Email body

Customize the body of the email that will be sent. 

The styling of the email is controlled by the branding, but in-line styling such as bold or italics can be added.

Note:

Some email templates utilize dynamic text variables. For more information about how to implement dynamic text in your email templates, please contact OneTrust support. 

Reset content

Clicking this button will reset the content of the email template to the system default.

To preview a notification email

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email branding & templates. The Email branding and templates screen appears.

  3. Navigate to the Templates tab.
  4. Click the name of the template you want to preview. The Template details screen appears.

  5. Click the Preview button. The Preview modal appears.


  6. Select the language in which the preview email should be sent.
  7. Click the Send button. You will receive an email with the template preview.

To disable an email template

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email branding & templates. The Email branding and templates screen appears.

  3. Navigate to the Templates tab.
  4. Click the name of the template you want to disable. The Template details screen appears.

  5. Enable the Disable notifications > Email notifications setting. This will prevent the selected email notification template from being sent from the organization and all organizations below.
    Note:

    If a child organization has activated any of the Disable notifications settings or the Override setting within an email template, the child organization will no longer inherit the disable email template configuration set by the parent organization, even if the settings within the child organization are later deactivated. The email template within the child organization would then need to be manually disabled moving forward, if necessary.

Email Templates FAQ

The following responses are supported solutions to frequently asked questions (FAQ) on email templates. The OneTrust team continuously monitors these inquiries and will make additional FAQ available as they are identified.

What controls whether I receive email notifications?

Email notifications are received based on the individual email template's configuration of the Disable notifications > Email notifications setting on the Template details screen AND the organization at which the setting was configured.

What happens when I disable an email template for my organization?

If you disable an email template, the email template will be disabled for the organization at which it was disabled and any related child organizations that have not interacted with any of the Disable notifications settings or the Override setting for that email template. For example, say your organizational hierarchy includes the North America organization with the USA organization and Canada organization as child organizations below it. If an email template is disabled for the North America organization, email notifications using that template will not be sent for the North America organization and its child organizations USA and Canada, if those organizations have not interacted with any of the Disable notifications settings or the Override setting for that email template.

If you want email notifications to remain enabled for a specific organization but disabled for the parent organization, you can access the specific child organization and turn off the Disable notifications > Email notification setting. However, please note that once a child organization has activated any of the Disable notifications settings or the Override setting within an email template, the child organization will no longer inherit the disable email template configuration set by the parent organization, even if the settings within the child organization are later deactivated.