Management of consent email templates
- Victor Guillaume (Deactivated)
- Pauline Kullmann (Deactivated)
Once consent has been obtained, an email summarising the consent given can be sent to the data subject so that they can consult and possibly modify it.
The format and content of this email are configurable.
Contents of this documentation:
Components of a consent email template
The following elements can be defined:
The elements of the email
The sender email address (mandatory);
The subject of the email (mandatory);
The content of the email
The title of the email, with the possibility to insert an image;
The body of the email (mandatory);
The wording of the link to the consent form (mandatory);
The footer text;
The signature;
The style of the email
The CSS to be added to the email;
An example of a rendering:
The consent email template creation wizard
The different fields are distributed in several sections.
The values provided as an example make it possible to obtain the following rendering:
mandatory fields are shown in bold, fields available in multilingual format are shown in italics.
“Information” section
Field name | Description | Example |
Template name | Corresponds to the name of the consent email template, internal to your organisation. This name will not be displayed to the end user. | Marketing (example) |
Template language(s) | Corresponds to the different languages of the consent email (possibility to make a multilingual email). | French, English, etc. |
“Sending” section
Field name | Description | Example |
Sender email address | Corresponds to the email address of the sender of the email that will be sent to the end user | noreply@example.com |
Email subject | Corresponds to the subject of the email sent to the end user | Thank you for your reply! |
"Title" section
Field name | Description | Example |
Title | Corresponds, in the body of the email that will be sent to the user, to the title of the email | Your reply has been taken into account |
"Body" section
Field name | Description | Example |
Body | Corresponds, in the body of the email that will be sent to the end user, to the text that will be present in the body of the email | You have recently completed a consent form for the processing of your data. To view or change your consent, you may, at any time, click on the link below: |
"Link label" section
Field name | Description | Example |
Link label | Corresponds, in the body of the email that will be sent to the end user, to the text on the button allowing the end user to access the consent form to which they have replied, in order to see their reply and modify it if necessary. | View or change my consent |
"Footer" section
Field name | Description | Example |
Footer | Corresponds, in the body of the email sent to the end user, to the text under the validation button. | Hope to see you soon on our app |
“Signature" section
Field name | Description | Possible values: |
Signature | Corresponds, in the body of the email sent to the end user, to the signature of the email. | The sales team |
"CSS style" section
Example of an injectable code:
.fsc-opt-out-title {
height: 70px;
background-image: linear-gradient(#008CBA, white);
color: white;
font-family: "Tahoma", sans-serif;
}
.fsc-opt-out-body { color : grey }
.btn-primary {
background-color: #008CBA; /* blue*/
border: none;
color: white;
padding: 15px 32px;
text-align: center;
text-decoration: none;
display: inline-block;
font-size: 16px;
border-radius: 5px;
font-family: "Lucida", sans-serif;
}
.fsc-opt-out-footer { color : grey }
.fsc-opt-out-signature {
padding-left: 70px;
padding-top: 36px;
border-top: 1px solid #f1e8dd;
color: #008CBA;
}Lifecycle of a consent email template
Creating a template
Click Right consents > Configuration > Consent emails;
If no template exists, click on Create Template, otherwise click New Template;
Give the template a name:
Customise the template;
To save it, click "Save";
Unlike the consent form templates, you can edit a consent email even after you have saved it, and there is no need to activate it to use it in your consent forms.
When several languages are chosen, filling in a field, even an optional field, makes it necessary to fill in all the languages.
Preview my email
Make sure that all mandatory information is filled in;
Click on the "Preview" area;
Customising the style
Your consent form can be given a style in line with your organisation's graphic charter.
In the CSS Style section, define the style of the style of the different tags, insert icons, etc.;
Click to preview the resulting form;
Save;
See above for an example of CSS.
Translation management
In the Information section, select the desired languages.
For each of the chosen languages, complete the text in the language indicated.
To hide/display only certain languages, click Form editing options.
Then select the desired display languages for editing the template.
Deleting a consent email template
In the list of templates, click Edit or click on the template label;
Click Delete;
Example - Tutorial (Step 2)
To go to step 1, click here.
Let's create a consent email template called "Marketing (example)", which will serve as the second step in our tutorial on the Right Consents product.
To do this, go to the "Configuration" part of the menu on the left, and click on "Consent emails".
From there, click on "New templates" at the top left of the screen.
This takes you to the page for creating a new consent email template. It is materialised as follows:
Unlike the consent template (step 1 of the tutorial visible here), you will need to complete all the mandatory fields of the template before you can save it by clicking "Save". At this stage, the template is in draft form.
A consent email template consists of the following sections: Information, Sending, Title, Body, Link label, Footer, Signature, CSS Style. See above for the role of each section.
Let's start filling in the template fields. At any time, in the lower right part of your screen, you can have a preview of the consent email template.
For the "Information" section, the fields to be completed are as follows:
Once this section has been completed with the necessary information, click "Next".
For the "Sending" section, the fields to be completed are as follows:
Once this section has been completed with the necessary information, click "Next".
For the "Title" section, which is entirely optional, the field to be completed is as follows:
Once this section has been completed with the necessary information, click "Next".
For the "Body" section, the field to be completed is as follows:
Once this section has been completed with the necessary information, click "Next".
For the "Link label" section, the field to be completed is as follows:
Once this section has been completed with the necessary information, click "Next".
For the "Footer" section, which is entirely optional, the field to be completed is as follows:
Once this section has been completed with the necessary information, click "Next".
For the "Signature" section, which is entirely optional, the field to be completed is as follows:
Once this section has been completed with the necessary information, click "Next".
For the "CSS Style" section, which is entirely optional, you only need to insert a CSS style sheet, to correspond to your graphic charter. Find out more.
There we have it, together we have created a consent email template!
Once you have entered all the information, you can save the template. To be able to save a template, you must make sure that all the mandatory information on the form has been completed (the icons to the right of each section title must be grey). If this is not the case (one or more icons to the right of the section titles is/are red or orange), you must return to the section to modify or complete the information provided.