Create and Manage Email Templates for User Offboarding Flows
Email Templates allow you to create reusable, branded email templates for use within User Offboarding Flows. Templates support dynamic variables, making it easy to personalise notifications across multiple customer tenants without maintaining separate templates for each account.
The tasks in this procedure are performed at the MSP level.
Prerequisites
Role-based access control (RBAC) and permissions
At the MSP level:
- Msp.UserFlows
- Msp.UserFlows.Create
- Msp.UserFlows.Update
- Msp.UserFlows.Read
- Msp.UserFlows.Page
Nerdio Manager roles
The following Nerdio Manager roles allow you to manage Email Templates:
- MSP Admins can create, edit, and delete email templates.
Nerdio Manager access levels
Following the Principle of Least Privilege (PoLP), you can define one or more Nerdio Manager custom role(s) to manage Email Templates.
Create an email template
- In Nerdio Manager for MSP, navigate to Shared Settings > Microsoft 365 > User Flows.
- Select the Email Templates tab.
- Click New Email Template.
- In the Name field, enter a descriptive name for the template.
- Enter a Subject line. You can include variables (see supported variables below) to personalise the subject dynamically.
- Compose the email Body. Use the rich text editor to apply formatting as needed.
- Insert any required variables from the Insert Variable menu to personalise content for each recipient and tenant.
- Click Save.
Supported variables
Variables are placeholders that are resolved at the time the email is sent, pulling values from Entra ID and the offboarding flow context. Insert them into the subject or body of your template.
| Variable | Resolves to |
|---|---|
{{user.displayName}} |
The full display name of the offboarded user |
{{user.email}} |
The primary email address of the offboarded user |
{{user.department}} |
The user’s department as recorded in Entra ID |
{{user.manager}} |
The display name of the user’s manager |
{{flow.offboardDate}} |
The scheduled offboarding date |
{{tenant.name}} |
The name of the customer tenant |
Note: Available variables may vary. Use the Insert Variable menu within the template editor for the full list supported in your version of Nerdio Manager.
Edit or delete an email template
- Navigate to Shared Settings > Microsoft 365 > User Flows > Email Templates.
- Locate the template you want to modify.
- To edit: click the template name or select Edit from the ellipsis (…) menu. Make your changes and click Save.
- To delete: select Delete from the ellipsis (…) menu and confirm.
Note: Deleting a template that is currently referenced by an active User Flow template will not prevent existing flows from running. However, any new flows using that Send Email action may not send as expected. Review your active templates before deleting.
Use a template in a User Offboarding Flow
Email Templates are used via the Send Email action within a User Flow template. When configuring the Send Email action, select your saved template from the Template dropdown instead of composing the email body manually.
Built-in templates
Nerdio Manager ships with a set of built-in email templates for common offboarding notification scenarios. Built-in templates can be used as-is or cloned and customised to suit your needs. They cannot be deleted.
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