Notification email templates

How Strata sends agent and system emails on behalf of your organization, and how each user can shape their own agent notifications.

System emails (admin data export ready, organization onboarding welcome, agent finished) all go out through Azure Communication Services (ACS) via sendTransactionalEmail. That single function powers every Strata-originated email — they all come from the same AZURE_COMM_SENDER address.

The sender identity

All system emails come from the address configured in AZURE_COMM_SENDER, typically mail.kronisys.com for managed Strata deployments. Branded invite emails (sent from Invitations) use the same sender.

This is deliberate. An agent run finishes at 6 AM and sends its output by email — that email arrives from mail.kronisys.com, not from the user's own mailbox (firstname.lastname@yourcompany.com). The user did not press send; a scheduled process did. Putting the user's email on the From line would be misleading and would break SPF/DKIM/DMARC alignment for the recipient.

Receiving a "Quarterly report" email from mail.kronisys.com rather than from your colleague is the right behavior — it tells the recipient this is automated and originated from your Strata tenant.

Agent finished templates

Every scheduled agent can be configured to email its output (or just its errors). The wiring lives in the agent creation wizard → Notifications step. Once an agent finishes a run, sendAgentNotification builds the message from:

• To — cfg.email_to if set, otherwise the agent owner's email.
• CC — cfg.email_cc (comma-separated, optional).
• BCC — cfg.email_bcc (comma-separated, optional).
• Subject — cfg.subject_template with placeholders filled, or a server default.
• Body — cfg.body_template rendered as markdown with placeholders, or a server default.
• Include output — cfg.include_output (default true) controls whether the agent's full text output is appended to the body when no custom template is set.

Subject defaults

When subject_template is empty, Strata picks a subject from the run's outcome:

• Successful run: Your <agent name> report is ready
• Failed or timed-out run: Agent <agent name> couldn't finish its run

Note

Throttled runs (rate-limited or transient AI outage) do not send a notification email. A throttled run with a cron schedule defers ~15 minutes and re-fires, so emailing a "problem" would contradict the retry. Throttled runs are also skipped for inbox items.

Body defaults

When body_template is empty and Include output is on, the body is the agent's full text output rendered through markdown-to-email HTML.

When the agent fails, the body opens with a red-bordered PROBLEM block showing the error message, followed by the output (if available and Include output is on).

Available placeholders

Both the subject template and the body template support these tokens, case-insensitive:

A typical custom subject: [Strata] {agent.name} — {status}

A typical custom body:

Hi team — {agent.name} {status} in {elapsed}.

{output}

— Strata

The subject field accepts up to 200 characters; the body up to 4000.

Send on every finish vs. errors only

The agent wizard's notifications mode toggle drives two server flags:

• always → email_on_finish: true, email_on_error_only: false. Sends on success AND failure.
• errors only → email_on_finish: false, email_on_error_only: true. Sends only on failed or timeout runs.

"Errors only" is the safety pattern for high-volume agents — you do not want a happy-path email every hour, but you absolutely want to know when something breaks.

Where users configure these

Users configure per-agent notification templates from:

• The agent wizard at deployment time (Agents → Deploy → Notifications step).
• The agent edit modal (Agents page → row menu → Edit → Notifications section).

Admins do not have to configure templates per-agent — defaults work. The templates are exposed for teams that want consistent branding ("Hi team — your report is in") or want to wrap the output in surrounding context.

Org-wide template defaults

Strata does not currently expose org-wide default subject and body templates from the admin console. Every agent uses its own templates (or the server defaults if blank). If your organization wants standardized agent emails, ask each user to copy the same template strings into their own agents, or publish a reusable agent template under Organization settings → Agents with the templates already filled in — every agent deployed from that template inherits them.

System emails Strata sends

A non-exhaustive list of the emails admins should know about:

• Onboarding welcome — sent to the admin who completes onboarding. Subject: Welcome to Strata.
• Invitation — sent when an admin sends an invite from Invitations. Subject: You're invited to Strata at <organization name>.
• Admin data export ready — sent when an admin runs a data export covering one or more users. Subject: [Strata] Admin export ready — N user(s). The email carries a SAS download link that expires in 24 hours.
• User data export ready — sent when a user runs their own data export from Settings. Subject: Your Strata data export is ready. Carries a 24-hour SAS download link.
• Teams setup requested — internal ticket to support@kronisys.com when an org requests the Teams extension. Subject: [Strata] Teams setup requested: <organization>.
• Org deletion request — internal ticket to OPS_NOTIFY_EMAIL (or support@kronisys.com when unset) when an admin requests organization deletion. Subject: [Strata] Deletion request: <organization>.
• Agent finished — covered above.

All use sendTransactionalEmail. None of them put the user's personal email on the From line.

Deliverability tips

When recipients in your domain are receiving Strata emails to spam or having them quarantined:

1. Verify SPF on your domain includes the sender domain's authorized senders. For managed Strata, the sender is mail.kronisys.com; your domain's SPF does NOT need to include Kronisys directly because the sender is the Kronisys domain, not yours. Your recipients' SPF check passes if the Kronisys SPF is healthy (which it is by configuration).
2. DKIM alignment is handled at the ACS sender level — there is no DKIM key for you to publish unless you operate your own ACS sender domain.
3. DMARC — if your domain's DMARC policy is p=reject with strict alignment, recipients may quarantine because the From-domain is mail.kronisys.com, not your domain. This is expected — agent emails are inherently from a different domain.
4. For recipients in your domain who block third-party senders by policy, add mail.kronisys.com (or your custom ACS sender) to the allowed-sender list.

If a high percentage of agent emails are being quarantined in your organization, contact support@kronisys.com to discuss running a custom sender domain for your tenant.

What can go wrong

See Agents overview for the wizard, Agent notifications for the user-facing template UX, and Admin data export for the ACS-delivered export email.

Related

• Agent notifications
• Announcements
• Organization settings