Docs / Email Templates

Email Templates

The Notifications section in Settings lets you customize how automated emails look when sent to data subjects and your team.

Open Settings →

Notifications & Communications - Email templates and branding
Notifications & Communications - Email templates and branding Notifications & Communications - Email templates and branding
Sidebar → Settings → Notifications

What This Section Does

The Notifications section configures email template branding - how your automated emails look. It does NOT let you enable/disable specific notifications.

All automated emails are sent based on system events (new case created, status changed, etc.) and cannot be individually toggled on or off.

Email Template Branding

Company Information

Configure the details that appear in all automated emails:

SettingDescriptionExample
Company NameYour organization name“Acme Corporation”
Email AddressReply-to email“privacy@acme.com”
Phone NumberContact phone (optional)“+353 1 234 5678”
WebsiteYour website domain“www.acme.com”

Visual Branding

SettingDescription
LogoYour company logo appears in email header
Primary ColorAccent color for buttons and links
Email Template Preview
Your Logo

Your Data Request Has Been Created

We've received your request and will respond within 30 days.

Case Reference: CASE-2024-0042

Request Type: Access Request

Expected Response: Within 30 days

View Your Request

Automated Emails

SAR Portal automatically sends emails for these events:

To Data Subjects

EmailWhen Sent
Case CreatedWhen a DSAR is submitted through your portal
Status UpdateWhen case status changes
Information RequestWhen you request additional info
Case ClosedWhen the case is completed

To Your Team (Internal)

EmailWhen Sent
New DSAR AlertWhen a new case is created via public portal
Info SubmittedWhen subject provides requested information

Account & Billing

EmailWhen Sent
User InvitationWhen inviting a new team member
Welcome EmailAfter registration
Payment SucceededAfter successful payment
Payment FailedWhen payment fails
Subscription CanceledWhen subscription is cancelled
Automatic Notifications
All notifications are sent automatically based on system events. There is no option to disable individual notification types - this ensures compliance-critical alerts are always delivered.

Email Features

All automated emails include:

Professional Design

Plain Text Fallback

Compliance Information

Testing Email Templates

Send Test Email

  1. Go to Settings > Notifications
  2. Click Send Test Email
  3. Check your inbox
  4. Verify branding appears correctly
Test Before Going Live
Always send a test email after configuring your branding to ensure your logo, colors, and contact details appear correctly.

Email Deliverability

Ensuring Emails Arrive

To ensure automated emails reach recipients:

  1. Whitelist sender - Add noreply@sarportal.com to safe senders
  2. Check spam folders - Initial emails may land in spam
  3. Verify DNS - For custom domains, ensure proper SPF/DKIM records

If Emails Aren’t Arriving

  1. Check spam/junk folders
  2. Verify the email address is correct
  3. Check if email provider is blocking
  4. Contact support@sarportal.com for delivery issues
SectionWhat It Does
Branding & PortalLogo and colors (also applies to emails)
OrganizationCompany details used in emails