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Add Custom Email Templates for Multiple Languages
Published: Jan 31, 2018   -   Updated: May 15, 2018

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Add Custom Email Templates for Multiple Languages


Settings > Email & SMS

Custom email templates allow you to send end users custom Okta-generated email messages in multiple languages.

AddTranslation_thumb_0_48

Procedure

Perform this procedure to edit a template or add a template in one of the supported languages.

  1. Go to Settings > Email & SMS.
  2. Click the Email tab.
  3. In the left pane, select the email template that you want to edit or for which you want to add a new translation.
  4. The template displays in the center of the screen below either the Edit or Add Translation button. Screenshot

    EditTemplate_EditOrAdd

    • The Edit button displays below the Default Email label when you are in Auto Mode In Auto Mode, Okta sends end users the original Okta-provided email automatically according to the language they have selected for their individual Display Language. Users who have not selected a Display Language are sent the original Okta-provided email in the org's Display Language. For a given template, Auto Mode ends–and Manual Mode begins–when you edit the original Okta-provided template (Default Email) or add a translation. In Manual Mode, you must add templates in supported languages manually., meaning that the original Okta-provided template has not been edited and/or that no translations have been added for this template.
    • The Add Translation button displays below the Custom Email label when you are in Manual Mode You enter Manual Mode automatically when you edit the original Okta-provided template or add a translation. In Manual Mode, Okta no longer sends end users the original Okta-provided email automatically. Okta sends only the email(s) you manually add to the list under the Add Translation button., meaning that the original Okta-provided template has been edited manually and/or that one or more translations have been added manually for this template.
  5. Click Edit or Add Translation (whichever button is displayed).
  6. From the Language drop-down list, select the language that you want to edit or add, edit it if desired, and then click Add Translation.
  7. Note the following:

    • When multiple translations have been added for a template, the translation provided in the Default Language appears at the top of the list. You can designate any added translation as the Default Language by selecting it in the drop-down list; doing so reorders the list of added translations automatically. You can edit the templates through the pencil icon, but you cannot delete the Default Language template.
    • It may be convenient to copy and paste the HTML from the message body into a text editor, compose your custom translation, then copy and paste it back into the message body.
    • If you want to delete all custom translations and revert to the original Okta-provided template for this specific template, click Reset to Default. This action returns you to Auto Mode In Auto Mode, Okta sends end users the original Okta-provided email automatically according to the language they have selected for their individual Display Language. Users who have not selected a Display Language are sent the original Okta-provided email in the org's Display Language. For a given template, Auto Mode ends -- and Manual Mode begins -- when you edit the original Okta-provided email (Default Email) or add a translation. In Manual Mode, you must add templates in supported languages manually..

Examples

Suppose you are in Manual Mode You enter Manual Mode automatically when you edit the original Okta-provided template or add a translation. In Manual Mode, Okta no longer sends end users the original Okta-provided email automatically. Okta sends only the email(s) you manually add to the list under the Add Translation button. and, in addition to having English as the Default Language, you have also added two custom email templates, one in French, another in Japanese. You would then have versions of this template in three languages:

  • English
  • French
  • Japanese

Which users will receive the French translation?

  • (First priority) Users who have set their Display Language to French

  • (Second priority) Users whose locale property is fr_FR

Which users will receive the Japanese translation?

  • (First priority) Users who have set their Display Language to Japanese

  • (Second priority) Users whose locale property is ja_JP

Which users will receive the English template (which is the template in the Default Language, as indicated by its position at the top of the list)?

Everyone else will receive the English template.

If a user's Display Language is French and their locale property is Japanese (ja_JP), which translation of the email will they receive?

They'll receive the French translation because their Display Language setting has precedence (first priority).


Troubleshooting

Users received emails in the Default Language template instead of an added translation, as intended.

Users receive email in the language of the Default Language template when:

  • Their Display Language is set to a language that does not appear in the Custom Language list. For example, the user has set their Display Language to German, but the admin did not provide a German translation for that template. Screenshot

    DisplayLangVSCustomList

  • There is no locale property configured in the user's profile, or the user's locale property is set to the same language as the Default Language template.

User receive emails in a different language than expected.

Check the user's locale property and ask them to check their Display Language setting. Remember, the user's Display Language setting is first priority, so it takes precedence over all other language settings.

Users no longer receive the original Okta-provided email in any language.

Original versions of Okta-provided emails are not sent to users automatically when either of the following are true:

  • The original Okta email template was modified.
  • One or more translations were added.

Either of the above conditions causes you to enter Manual Mode You enter Manual Mode automatically when you edit the original Okta-provided template or add a translation. In Manual Mode, Okta no longer sends end users the original Okta-provided email automatically. Okta sends only the email(s) you manually add to the list under the Add Translation button., which is indicated by the presence of the Custom Email label and the Add Translation button. Screenshot

EditTemplate_EditOrAdd


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