Overview

The Notification Hub in Exxat Prism provides a centralized location for managing email configurations, email templates, and notification preferences for your program.

Depending on your access, the Notification Hub can include the following sections:

1. Email Setup — Configure sender details, reply-to information, link expiration, and OTP verification for externally shared links.
2. Email Templates — Create, edit, clone, preview, and manage reusable email templates used across your program.
3. Program Notifications — Manage applicable notification preferences for different personas in your program.

The options available to you depend on your permissions. Program Notifications, for example, is available only to users who have permission to manage the program’s notification setup.

Notification preferences also follow different levels of control. Some settings are determined by Exxat, some can be configured at the program level, and others can be personalized by individual users.

Email Setup

The Email Setup section in the Notification Hub allows you to configure how emails are sent from your program.

You can define sender details, control reply behavior, manage link expiration, and enable secure access for externally shared links, ensuring both professional communication and data security.

Key Features

Email Configuration

• Set the Email Display Name (how the sender name appears to recipients)
• Define the Default Reply-To Email Address

Link Expiry Control

• Configure how long shared links (e.g., for external users) remain active using: Delegator Link Expiry Duration (in days)

Secure External Access (OTP Verification)

• Enable One-Time Password (OTP) verification for externally shared links
• Adds an extra layer of security for sensitive information

Security Behavior

When enabled:

• Users must verify access using an OTP before opening shared links
• OTP is sent only to the original recipient’s email address
• Forwarded links cannot be accessed without verification

Key Points to Consider

• The Email Display Name impacts how recipients identify your program—keep it clear and recognizable
• Ensure the Reply-To email is actively monitored
• Setting link expiry helps prevent unauthorized long-term access
• OTP verification is recommended when sharing sensitive student data
• Even if a link is forwarded, access is restricted to the original recipient

Configure Email Settings

1. Login to Exxat Prism using your University Credentials.
2. From the Dashboard or the Hamburger menu, go to Program Details.
   
3. Navigate to the Notification Hub. 
4. In the left-menu, select Email Setup.
5. Go to Email Setup section and click the Edit icon. 
   
6. In the Edit Email Setup drawer, enter the following details:
   • Email Display Name
   • Default Reply-To Email Address
   • Delegator Link Expiry Duration (in days)
7. Click Save to apply the changes. 

Enable Secure External Access (OTP Verification)

1. Login to Exxat Prism using your University Credentials.
2. From the Dashboard or the Hamburger menu, go to Program Details.
   
3. Navigate to the Notification Hub. 
4. In the left-menu, select Email Setup.
5. Go to Secure External Access (OTP Verification) section.
6. Toggle the switch ON to enable OTP verification.

In Summary

The Email Setup feature helps you:

• Maintain professional and consistent communication
• Control who can access shared links and for how long
• Protect sensitive data with OTP-based verification

Email Template Manager

The Email Template Manager gives you a single place to manage all communication templates used across your program.

Instead of navigating different workflows to find or update emails, you can now view, create, and maintain templates centrally, ensuring consistent communication with students, faculty, and other stakeholders.

This feature helps you streamline communication, reduce manual effort, and maintain standardized messaging across the system.

Key Features

Centralized Control

Access all email templates across modules (such as students, faculty, placements) from one unified location.

Organized Template Structure

Templates are grouped in a simple hierarchy:

• Modules (Student, Faculty, and simialr)
• Categories (Invitations, Announcements, and similar)
• Templates (actual email content)
  This structure makes it easy to locate and manage templates quickly.

Flexible Template Management

You can:

• Create new templates
• Edit existing templates
• Clone templates to reuse content
• Delete templates when no longer needed
• Preview emails before using them

Smart Controls Based on Category Type

Advanced Search

Quickly find templates by searching for:

• Template name
• Subject line
• Email content
  Search results automatically narrow down relevant modules and categories.

Rich Email Editing Experience

Create professional emails using:

• Rich text formatting
• Subject line customization
• Attachments (if applicable)
• Predefined merge fields (dynamic data placeholders)
• Header and footer layouts for consistent branding

Visibility and Tracking

Each template shows:

• Last updated by and when
• Whether it is set as default
• Whether it is scheduled
• Attachment indicators

Key Points to Consider

• Each template name must be unique within its category.
• You cannot change the category of a template once created.
• The default template is used automatically unless another is selected.
• Search works only after entering at least 2 characters.
• Dynamic attachments are predefined and may not be editable.
• Consistent use of templates helps maintain professional and standardized communication.

Using Email Template Manager

Access the Email Template Manager

1. Login to Exxat Prism using your University Credentials.
2. From the Dashboard or the Hamburger menu, go to Program Details.
   
3. Navigate to the Notification Hub. 
4. In the left-menu, select Email Templates.
   

View and Navigate Templates

1. In the Templates page of the Email Template Manager, select a Section (Example: Modules such as Student, Faculty, and similar)
2. Choose a Category (Example: Invite Student, Bulk Placement, and similar)
   You can view the list of available templates.
3. Click the preview icon for the template to view its content.
   

Search for a Template

1. Enter keywords in the search bar. You can search by template, name or subject. 
2. Review filtered results across modules and categories.
   

Create a New Template

You can create a new email template in multiple ways:

Option 1: From the Email Templates Page

1. On the Email Templates page, in the top-right corner, click Add Template.
   
2. Select the Section for the new template and click Continue.
   
3. Select a Category and click Continue.
   
4. Choose one of the following:
   1. Create from scratch
      1. In the Create Template drawer, enter:
      2. Template Name
      3. Subject
      4. Email Body
         (Optional) Add attachments. In Template Settings:
      5. Turn on Set as Default (if required).
      6. Configure Header and Footer layouts.
      7. Add Merge fields (for dynamic content). You can Configure these fields using Configure Merge Fields when you edit or clone the template. 
      8. Click Preview to review the email. 
      9. Click Save to create the template.
         
   2. Use an Existing Template
      1. Select an existing template. 
      2. Click Use Template. 
      3. Review and update the content as needed. 
      4. Click Save.
         

Option 2: From the Category-Templates List

1. Navigate to a Category.
2. Click Add.
   
3. Choose one of the following:
   1. Create from Scratch: Follow the same steps as outlined above (enter details, configure settings, preview, and save).
      
   2. Use an Existing Template: Select a template, review it, and click Save.
      
      

Option 3: By Cloning an Existing Template

1. Click the Clone icon on an existing template
   
2. Enter a new template name and click Clone.
   
3. Modify the content as needed
4. Click Save.

Edit a Template

1. Select the template
2. Click Edit icon
3. Update subject, content, or attachments
4.  Click Save to apply changes.

Delete a Template

1. Select the template
2. Click Delete icon
3. Confirm the delete

Create or Update Email Content Using Leo-AI

When creating or editing an email template, you can use Leo-AI-assisted writing to generate or refine the email subject and body.

Leo-AI uses the selected email category and the available merge fields to create content relevant to the template.

Generate Email Content Using Leo-AI

1. Create a new template or open an existing template for editing.
2. Add or Edit the details for Template Name and Subject for the email.
3. Click Compose with Leo from the email editor.
   

4. Enter a prompt describing the email you want to create.

   For example:

   • Write an invitation email for students to join the program.
   • Create a polite reminder asking students to complete their profile.
   • Write a formal email about a pending requirement.
5. Submit the prompt. Leo generates a Email Body.
   
6. Review the generated content and make any required changes.
7. Click Save when the template is ready.
   

Leo-AI-generated content is not saved automatically.

Refine Leo-AI-Generated Content

After content is available in the email body, you can continue refining it using the available quick actions:

• Polish – Improves grammar and clarity.
• Make Formal – Rewrites the email in a formal and professional tone.
• Make Friendly – Makes the email warmer and more approachable.
• Shorten – Shortens the email while retaining the main message.

You can also enter additional instructions to make specific changes. For example, you can ask Leo-AI to make the subject shorter, add a closing line, or make the body more friendly.

Each Leo-AI-generated update replaces the current body. Use Undo or Redo to move between Leo-AI-generated versions within the current session.

Use Quick Tips

For selected email categories, quick tips may appear when you open the AI Writing Assistant with a blank email body. These suggestions can help you quickly start common types of emails, such as an invitation, reminder, or announcement.

Quick tips are not displayed when the email body already contains content.
 

Use Merge Fields with Leo-AI

Leo-AI can use the predefined merge fields available for the selected email category. Merge fields allow dynamic information to be added when the email is used.

When generating or refining content, Leo-AI:

• Uses only merge fields available for the selected category.
• Does not create unsupported merge fields.
• Keeps merge fields as placeholders instead of replacing them with sample information.
• Preserves valid merge fields when rewriting content unless your instructions request a change.

Review the generated content and merge fields before saving the template.

Manually Edit Leo-AI-Generated Content

You can manually update the generated Subject or Email Body at any time. You can also use the existing rich text editor to apply formatting or add and remove available merge fields.

AI-assisted writing focuses on the email content. Formatting changes such as bold, font size, color, underline, italics, or spacing should be applied using the rich text editor.

Program Notifications

Program Notifications allows authorized program administrators to manage notification preferences for users in their program. 

You can select a persona, review the notification categories available to that persona, and configure how applicable notifications are delivered.

Notifications that are enabled for In-App delivery appear in the user’s Notification drawer, which users can open by selecting the Notifications (bell) icon in Exxat Prism.

 From the drawer, users can view their notifications, identify unread notifications, mark notifications as read or unread, and open notifications that link to another area of Exxat Prism.

Depending on the notification category, other delivery modes, such as Email, may also be available. The delivery modes available for each notification category are determined by Exxat.

Notification settings are organized by module, making it easier to review and manage related notifications together.

Who can manage Program Notifications?

The Program Notifications section is available only to users who have permission to manage the program’s notification setup.

Users assigned the Program Notification Manager role have this permission.

Manage Program Notification preferences

To manage notification preferences for your program:

1. Login to Exxat Prism using your University Credentials. 

2. From the Exxat Prism Dashboard or Hamburger menu go to Program Details. 
   

3. Go to the Notification Hub and open Program Notifications.
   

4. Select the persona whose notification preferences you want to manage.

   Student is selected by default.
   

5. Review the available notification categories. Categories are grouped by module so that related notification settings can be managed together.

   Only modules that contain applicable notification categories for the selected persona are displayed.

6. For each notification category, review the available notification modes (In Prism or Email).

   The notification modes available for a category are determined by Exxat. If a mode does not apply to a notification category, it appears unavailable and cannot be selected.

7. Configure the available notification settings as needed.

   Depending on how a notification category is configured, you may be able to set the program default and determine whether individual users can change that setting.
   

Understanding notification settings

Not every notification preference can be changed at the program level. Notification settings can be controlled at different levels:

What happens when you change program preferences?

Changes to program-level preferences can affect individual user settings differently depending on whether users previously customized their preferences.

• If a user has not customized a notification preference, the updated program setting becomes their new preference.

• If a user has customized a preference and the program setting remains unlocked, the user’s existing preference is retained.

• If you lock a program setting, the program setting replaces any individual preference for that notification category and mode. Users cannot change it while it remains locked.

• If you later unlock the setting, the current program-level setting becomes the user’s starting preference. The user can then change it if user-level changes are allowed.

User-level notification preferences

Individual users can manage the notification preferences available to them from My Notifications in the User drawer.

The preferences a user can change depend on the settings established at the system and program levels.

For example:

• System-controlled settings cannot be changed.

• Program settings that have been locked cannot be changed.

• Other available settings can be customized by the user.

If a user has access to more than one persona, My Notifications displays preferences for the persona and program the user is currently accessing.

For example, a person who has both Faculty and Admin access manages Faculty notification preferences while signed in with their Faculty persona. To manage their Admin preferences, they must switch to their Admin persona.

Notification hierarchy

Notification preferences follow a tiered structure:

Exxat → Program → User

Exxat determines which notification categories and delivery modes are available. The program can configure applicable program-level defaults and, where supported, lock those settings. Individual users can customize the remaining preferences available to them.

Troubleshooting

Frequently Asked Questions