Skip to content
Kotahia platform fromeLife Pathways

Email templates

Awaiting review. Converted automatically from the retired kotahi.community documentation (archived 13 July 2026). The steps and screenshots have not yet been checked against a current Kotahi release and may be out of date. Converted from docs.kotahi.community/advanced-kotahi/email.html.

In this section

Section titled “In this section”

Managing email templates.

Section titled “Managing email templates.”

There are many options for managing customized event-driven automated emails.

You can view, edit and/or create email notification templates here. All templates appear as options to assign in the event in the Configuration manager, recipients in the Task manager and when sending an ad-hoc Notification.

Kotahi ‘Email Templates’ page: a template list (@mention notification, Author Invitation, Chat notification, Reviewer Invitation, Task notification) beside the selected template’s SUBJECT, CC and BODY fields, using Handlebars variables such as {{ currentUser }} and {{ recipientName }}.

Group Managers can create a new template or edit an existing template from the Settings>Email page.

Email body content can be personalised using the Handlebars.js variables framework. A set of variables map to select metadata content that is either system-generated (e.g. manuscript id) or captured in a form (e.g. manuscript title).

These initial variables allow for the insertion of text and hyperlinks in the body content of an email notification template e.g. Manuscript titles, sender/recipient usernames, manuscript ids etc.

A list of variables that can be used include:

  1. Manuscript title - {{ manuscriptTitle }}
  2. Group login link - {{{ loginLink }}}
  3. Sender name - {{ senderName }}
  4. Recipient name - {{ recipientName }}
  5. Author name - {{ authorName }}
  6. *Manuscript link (URL) - {{{ manuscriptLink }}}
  7. Manuscript title link (submission.link) - {{{ manuscriptTitleLink }}}
  8. Manuscript number (shortId) - {{ manuscriptNumber }}

*This link is adapted based on the receiver’s role. If an editor receives an email notification that includes a link to a Manuscript in Kotahi - the link will point to the Control panel. If the recipient is a reviewer, the link will direct the user to the Review page and the author to the Submission page.

Group Managers can manually add a CC from the Emails>Email template>CC field, allowing someone apart from the primary recipient to receive a copy of the email. Selecting the checkbox will CC all editors assigned to a manuscript into the email notification when sent.

Email template editor with the CC area outlined in red: a CC field containing an example address and an unticked checkbox ’Automatically add manuscript editors in ‘cc’ when sending this email (if applicable)’, above the Handlebars body text and an ‘Update’ button.