Every email Orangescrum sends becomes editable from an admin screen. Each template exposes named regions with a whitelist of tokens you can drop into them, a live preview, and a test send so you can read the result in a real inbox before anybody else does. A shared header, footer, sender name, sign-off, brand colour, and logo apply across all of them, and the email transport is configured on the same screen.
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Key Features
48 Editable Templates
Authentication, billing, projects, tasks, epics, documents, workflow, and templates that belong to the two factor, leave, and test case add-ons.
Named Regions
Each template exposes the parts an administrator should edit, such as a heading, a body paragraph, or a button label, instead of handing you raw markup and hoping for the best.
Whitelisted Tokens
Every template declares the tokens it supports, with a label and a sample value. Scalar tokens are escaped when they are rendered, so a name with an angle bracket cannot break the email.
Live Preview
Render the template with sample values and read it before you save. What you see is the same renderer the queue uses, not an approximation.
Test Send
Send the template to a real address and read it in a real client. Notification wording is one of the few things you cannot properly review in a browser.
Shared Header and Footer
The outer chrome is itself an editable template. Switch the default header and footer on or off per company and edit the logo, links, and background.
Common Branding
Sender name, sign-off, brand colour, and logo are set once and used across every template, so you do not restate them 48 times.
Email Transport Settings
Configure SMTP or an API based transport from the same screen, with a test that proves delivery works before you rely on it.
Password Confirmation
Writing transport settings requires the administrator to confirm their own password, because a mail configuration is a credential change.
Environment Aware
When mail settings are supplied through environment variables, the screen says so rather than letting somebody edit a value the environment will keep overriding.
Config History and Revert
Transport changes are kept as history so you can see what was changed and revert to a previous configuration when a change turns out to be wrong.
Parsed HTML Sanitising
Admin edited HTML is parsed into a document and walked against an allowlist of tags, attributes, and URL schemes, which closes the bypasses that pattern matching alone leaves open.
Reset One or All
Reset a single template back to the shipped version, or clear the common settings so every template falls back to the defaults it ships with.
Export and Import
Export your customisations and import them on another install, so a staging environment and production send the same wording.
Per Company
Customisations are stored against the company, so on a multi-tenant install each tenant sends its own wording and its own branding.
Plugin Templates Included
Templates belonging to installed add-ons appear in the same list and are labelled with the plugin they come from, so nothing sends unbranded because it lives somewhere else.
About this plugin
Why Email Templating for Orangescrum?
Notification email is the part of a product your customers and contractors see most and the part administrators can usually change least. A wrong sender name, a stale logo, or wording that does not match how your organisation talks all leak out to people who never log in. This add-on puts every one of those emails behind an editor.
Structured editing, not raw markup
Each template declares named regions, so an administrator edits a heading, a paragraph, or a button label rather than being handed a wall of HTML. Each template also declares the tokens it supports, with labels and sample values, so you know what is available and cannot reference something that will not resolve. Scalar tokens are escaped on render, so a name containing a bracket cannot break the layout.
Read it before anyone else does
Preview renders the template with sample values through the same renderer the queue uses. Test send puts it in a real inbox, which is the only reliable way to check how an email actually looks. Both are per template, so reviewing a change is a matter of seconds rather than waiting for the event that triggers it.
Set the branding once
Sender name, sign-off, brand colour, and logo are common settings applied across every template. The header and footer are themselves editable templates and can be switched on or off per company. That means changing your logo is one edit rather than 48.
Transport, carefully
The email transport is configured on the same screen, with a test that proves delivery before you depend on it. Writing those settings requires the administrator to confirm their own password, because a mail configuration is a credential change. If the values are coming from environment variables the screen tells you, rather than accepting an edit the environment would keep overriding. Changes are kept as history, so a bad change can be reverted.
Safe by construction
Administrator edited HTML is parsed into a document and walked against an allowlist of tags, attributes, and URL schemes rather than filtered with pattern matching. That closes the usual bypass tricks, including slash separated attributes, entity encoded schemes, and control characters inside a URL.
What's included
- 48 editable email templates across 11 categories
- Templates for authentication, billing, projects, tasks, epics, documents, and workflow
- Templates belonging to the two factor, leave, and test case add-ons, labelled by plugin
- Named editable regions per template with text and long text types
- Whitelisted tokens per template with labels and sample values
- Automatic escaping of scalar token values on render
- Editable subject line per template
- Live preview rendered through the same renderer used for real sends
- Test send to a real address
- Editable email header and footer templates with per company on and off switches
- Common settings for sender name, sign-off, brand colour, and logo
- Reset a single template, and reset the common settings
- Bulk export and import of customisations
- Email transport configuration for SMTP or an API based provider
- Transport test before you rely on the configuration
- Password confirmation before transport settings are written
- Environment variable detection so the screen does not accept overridden edits
- Transport configuration history with revert
- Allowlist HTML sanitising by document parsing rather than pattern matching
- Per company customisation on a multi-tenant install
Compatibility
Requires the Orangescrum Self-Hosted edition running PHP 8.2+, CakePHP 4.6+, and PostgreSQL 16. The plugin folder is EmailTemplating and it is registered in src/Application.php. The editing interface is a Vue 3 application bundled with the plugin and built with npm. Transport settings are written to the application config directory, so the web user needs write access there, and values supplied through environment variables take precedence and are reported as locked in the screen. Multi-tenant aware, so every template override and common setting is company-scoped.
Installation
A self-hosted install takes a few minutes. Buy the add-on, drop the plugin into your plugins/ directory, run the migrations, and you're live.
- 1
Buy the add-on
Purchase the Email Templating add-on from /self-hosted/pricing at $499/year per company, payable annually.
- 2
Drop the plugin into your install
Copy the EmailTemplating/ folder into plugins/ on your self-hosted Orangescrum server.
- 3
Register the plugin
Register `EmailTemplating` in src/Application.php with `routes => true, bootstrap => true` so its routes and template manifest load with the application.
- 4
Run the database migrations
Run `bin/cake migrations migrate -p EmailTemplating` to create the template override and common settings tables.
- 5
Build the editor
Run `npm install` then `npm run build` in plugins/EmailTemplating so the editing interface assets are compiled.
- 6
Configure your transport
Open Email Template Settings and set SMTP or your API based provider. Confirm your password to write the change, then run the test to prove delivery works.
- 7
Set your common branding
Set the sender name, sign-off, brand colour, and logo, and decide whether the default header and footer are included.
- 8
Edit and test a template
Pick a template, edit its regions and subject, insert the tokens you need, preview it, then send yourself a test before letting it go out to anybody else.
Frequently Asked Questions
Which emails can we edit?
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48 templates across 11 categories: authentication, billing, projects, tasks, epics, documents, workflow, the shared header and footer, and templates that belong to the two factor, leave, and test case add-ons. Plugin templates are labelled with the add-on they come from and only appear when that add-on is installed.
Can we add a brand new email that the product does not send today?
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No. The list is the set of emails the application actually sends, declared in a manifest. You can rewrite the subject, the regions, and the branding of any of them, but this add-on edits existing notifications rather than creating new ones or new triggers.
How do tokens work?
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Each template declares the tokens it supports, with a label and a sample value, and you insert them into any region. Scalar values are escaped when the email is rendered, so a name or a project title containing an angle bracket cannot break the layout or inject markup.
Can we check an email before it goes out?
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Yes, two ways. Preview renders it with sample values through the same renderer used for real sends. Test send puts it in a real inbox, which is the only dependable way to see how a mail client will treat it.
Do we have to restate our branding in every template?
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No. Sender name, sign-off, brand colour, and logo are common settings applied across all templates, and the header and footer are shared editable templates you can switch on or off. Changing your logo is one edit.
Why does it ask for my password when I change mail settings?
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Because a mail transport configuration is a credential change, and it is written to the application config. Confirming your own password makes it a deliberate act rather than something that can be done through a stolen session.
What if our mail settings come from environment variables?
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The screen detects that and tells you which keys are locked. Editing them there would only change the fallback default, which the environment variable would keep overriding, so the interface says so rather than pretending the edit took effect.
Ready to deploy Email Templating on your own infrastructure?
Talk to our team about Orangescrum Self-Hosted Enterprise: your data, your servers, full control.