Create and manage reusable email templates for Share emails, helping reps communicate more efficiently while maintaining consistency across every outreach.

Templates are designed to feel personal and authentic, using lightweight formatting and minimal HTML so emails look like they were written directly by the sender, improving engagement and open rates.

Admins can control which user groups have access to specific templates in the Configuration Bundle settings and which template fields users can customize before sending.

When composing a Share email, users can select a template from a dropdown menu and tailor it to their buyer’s needs in seconds.
 

Key features

• Control which user groups have access to specific templates
• Control which template fields users can customize before sending
• Allow users to select a template from a dropdown when composing a Share email
• Improve engagement and open rates with personal, authentic-looking emails
   

You need this to succeed

The Email Template Dashboard is not restricted to Administrators and can be enabled for any user in Configuration Bundles. If you enable the Email Template Dashboard for a Configuration Bundle, all users within that bundle will be able to create and manage custom Email Templates.

The use of an Email Template when sharing content is managed at the individual Email Template level in the Email Template Dashboard, using Group permissions to determine who has access to use or edit each Form.

Do this step by step

Access the Email Template Dashboard

1. Users with access will see the Templates section in their left navigation menu.
2. Select Templates and navigate to the Email section. This allows users to see Templates that they have Edit access to.
3. Users can view the list of Email Templates (sorted by last created date by default), search Email Templates by their title, and Sort by name, status, enabled groups, or last updated date.
4. There are 3 statuses for Email Templates:
   Published: Published Email Templates are available for use in Email Shares to users who have been granted permission.
   Draft: Draft Email Templates are visible in the Dashboard and can be edited, but they are not available to be used in Email Shares until they are published.
   Archived: Archived Email Templates are visible in the Dashboard but are not available to be used in Email Shares until they are re-published.

Create an Email Template

1. To create an Email Template, click the Create Template button in the top right corner of the Email Template Dashboard.
2. Add a title for your email template, then click Create to move on to the create Email Template page.
3. Edit, set permissions, preview, or save your template on the Email Template Creation page.
4. Determine which fields should be editable by the users when using this template:

• Subject: Required - Subject line of the Email Share
• Message: Not Required - Email body
• File Link Display Text: Required - Text that appears for users to view content
• Include Signature: From User’s Settings
• Include Unsubscribe Link: Will appear at the bottom of the email
• Download shared files as PDF: Allow recipients to download attachments of documents, presentations, spreadsheets, and some other file types as PDFs. 

Configure Settings & Permissions

1. The right Settings panel allows you to edit:

   Template Name: What users will see when selecting a template to use
   Use Access: Determine who can use the template (everyone or specific groups) and which fields users can edit.
   Edit Access: Give specific users or Groups Edit access to this Template. If you give Edit access to a user group, only users who have the Configuration Bundle setting for Forms Dashboard enabled by their admin will be able to edit the Form.

Settings & Permissions

The right Settings panel allows you to edit:

Template Name: What users will see when selecting a template to use

Form editors can add or remove permissions at any time, but the Form Owner can not have their Use or Edit permission removed.

Use Access: 

• Determine who has access to use the template (everyone or specific groups)
• Determine which fields can be edited by users

Edit Access: Give specific users or Groups Edit access to this Template. If you give Edit access to a user group, only users who have the Configuration Bundle setting for Forms Dashboard enabled will be able to edit the Form.

Use Email Templates in a Share

1. When creating an Email Share, if users have permission to use Email Templates, there will be an option to select a template in the Share Modal.
2. Search within the drop-down menu for Email Templates by title.
3. Edit the options you’ve allowed users to modify before sending user Email Share.