Notification Hub

The Notification Hub in Exxat Prism centralizes all email-related configurations and templates for your program, allowing you to manage communication from one place.
Notification Hub includes two sections

1. Email Setup, where you configure sender details, security, and email behavior.
2. Email Templates, where you create and manage reusable communication templates.

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

• Locked Templates – View only (cannot be edited)
• Restricted Templates – Edit allowed, but only one template per category
• Regular Templates – Full flexibility to create and manage multiple templates

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.
• Some templates may be restricted or locked, limiting what you can edit.
  • Restricted: This category supports a single template. You can edit the existing template but cannot create new ones or delete it.
  • Locked: This category is for system-managed templates. Locked Templates cannot be edited, cloned, or deleted.
• 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

In Summary

The Central Email Template Manager empowers you to:

• Manage all communication in one place
• Ensure consistency across emails
• Save time with reusable templates
• Improve visibility and control over messaging