Email templates
The words your clients receive from you - the view-only link and the covering note.
Reviewed
What this is for
Two messages go out in your firm's name, so your firm owns their words: View-only link, which sends a client the link that opens the project without an account, and Documents for the client, the covering note that goes with the documents you email. Everything else the product sends - an invitation, a password reset - is worded by the platform and is not on this page.
A template is written once and sent many times. The frame around it is the product's: the band, a rule in your accent colour, your logo above the sign-off and the footer. You write the subject, the message and, for the link, the button's label. The logo and the accent come from Team branding.
A new team starts with a copy of the platform's words for both. Nothing reaches back into your copy afterwards. A message you hold no template for still goes out, in the platform's words, and the page says which.
Steps
- Open Email templates in the sidebar, under Report templates.
- The list is one row per template: Default, Message, Template, Subject and Updated. Search by name, description or subject; the filter beside it narrows to one message. A notice above the list names any message you have no template for.
- Get default templates copies in the platform's current words for your market. A template you already hold under the same message and name is skipped, never overwritten, so it is safe to press twice.
- New template asks for the Kind, a Name and an optional Description. It starts from the shipped words for that message and opens straight in the editor. Tick Make it what a send opens on to make it the default. The first template of a message is the default either way.
- In the editor, Name and Description are for your library and never reach a client. Name it for the occasion -
Residential covering note- so a colleague knows which one to send. - Subject is the inbox line and the heading at the top of the message; there is no separate heading to write. Message is plain text: a blank line starts a new paragraph. Button label is asked only on the view-only link, because only that message carries a link.
- Insert a value, under the boxes, puts a value in at the cursor, in whichever box you last wrote in. The note beside it says which box that is. A value is written in single braces, such as
{project_name}, and is filled in when the message is sent. A token this message cannot fill refuses to save. - Preview, with sample values draws the message as it will arrive: Desktop, Phone and Plain text, which is what a text-only mail program and a screen reader get. Anything the sample could not fill is listed under Printed as a dash in the preview.
- Send a test to and Send test put the same message in a mailbox, which is the only place an email can finally be judged. Where this deployment cannot send email, the line says so instead.
- Save.
- The row menu holds Edit, Duplicate (the copy is named
(copy)after the original), Make default on any row that is not already the default, and Delete.
Where the templates are used
- Email to client on a project's Documents opens on your default covering note. With more than one covering note, a Covering note select picks another. The subject and message can be changed there before sending; that changes this one message, never the template.
- After a view-only link is created, Email it to and Send send it under your default View-only link template.
- Both are drawn only where this deployment can send email. Where it cannot, copy the link or download the documents and send them yourself.
Tips and common mistakes
- Creating, editing, setting a default and deleting are an Owner's or Admin's. Anyone else is refused.
- A line holding only values that nothing fills is left out of the message. A value beside your own words prints as a dash, so the gap is visible in the preview.
- The covering note can use the document values as well - the system size, the annual production - and they are read from the newest generated document attached, as it was frozen.
- Deleting a template does not change anything already sent. With no template of that message left, the platform's words are sent.
- A person can send only so many messages to clients in an hour. Past that, the send is refused and says so; try again later.