---
title: "Defining an Import notification email"
canonical: "https://support.soutron.net/space/HG/3278073/Defining%20an%20Import%20notification%20email"
format: markdown
---
This section describes creating the templates for producing a notification emails to tell you that the import you have [defined](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278574) has completed.

The same email template can be used for all import profiles.

> ⚠️ Note that you do not need to set up an email notification: however, it does provide useful information about the import.


---

**To access the templates, select** <span style="color: #ff0000">**System Management > Task Centre > Template Maintenance**</span>.

The following screen is displayed:

![image]()

This displays any templates already defined: you can limit the display to a particular type of notification, or whether they are Shared or Private, by selecting from the drop-down list in the Templates Filter. 

# Creating a new Import Notification email

To create a new template, click **Create new template** in the Actions menu.

The following screen displays:

![image]()

# Template designer

Enter the following information at the top of the screen:

|  |  |
| --- | --- |
| **Accessibility** | By default this is set to Private, which means that it is only visible to you. To enable others to see it, untick the box. |
| **Template name** | This is populated automatically and is set to "Claim". Use the drop-down list to change it to "Catalogues Import Status". |
| **Name** | Enter the name of this template, eg "Import status report" |
| **Description** | Optionally, enter a short note describing the purpose of this template |

The main body of the email is defined in the Rich Text Area: click into it to begin. It consists of a mixture of static text and dynamic data pulled from elsewhere in the application.

### Adding information about the import

Information about the import can be defined in the email through the use of macros which are listed at the end of the toolbar:

![image](media://91284a0c-031a-4f5a-937c-129417335b4e)

The following macros are available:

|  |  |
| --- | --- |
| **Catalogue / User Created Count** | Inserts the number of new catalogue / user records created |
| **Catalogue / User Fail Count** | Inserts the number of records which could not be imported<br>You can have a report with the email which tells you which records failed and why - this is specified in the [import profile](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278168) |
| **Catalogue / User Updated Count** | Inserts the number of records which were amended |
| **Task Status** | Inserts the status of the task |
| **Created Date** | Inserts the date that the notification email was created |


To insert the data:

1. place the cursor where you want to insert it in the rich text area
2. select the relevant macro from the drop-down list
3. click **Insert Macro**

Edit the template using the [Rich Text Editor](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279623).

A sample email might look like this:

![image](media://a707df56-6ad0-462d-b05a-03ff5eded41d)

# Finishing the process

When you have finished, click **Save and Close** to return to the list of defined templates:

![image](media://3c9608ed-bb1e-4c24-b32a-c87ae2b61739)


You will specify the email template when you [set up the task](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278787) to import the data.