Creating and Using Email Templates

Email templates let you create reusable content for conversation emails and notification emails (such as assignments and system updates), helping you send consistent messages without rewriting content each time.

This guide explains how to create a template, personalize it using dynamic fields, share templates with users, and apply them when sending emails.

Use cases

Consistent communication

Use templates for welcome emails, follow-ups, and deal renewal messages to maintain a consistent tone, branding, and messaging across all customer interactions.

Automated reminders and system notifications (Notification emails)

Use notification email templates to automatically inform users about system events such as task due dates, ownership assignments, and record updates. Ensure timely and consistent communication without manual effort.

Accessing email templates

You can access email templates using one of the following ways:

Using the setup

1. Go to Setup > Process Management > Email Templates from the left sidebar.
2. Alternatively, use the search bar in Setup and type Email Templates and click to select.

Using the activities menu

1. Go to Activities > Emails from the left sidebar menu.
2. In the emails interface, click on the Email Templates section.
3. Here you can find only the templates created by you and templates shared with you.

Creating an email template

1. Click . A dropdown appears with two options:

   For conversation - Templates used for regular emails and workflow-based automated emails, such as follow-ups, introductions, and outreach messages, to keep communication clear and consistent.

   For notification - Templates used in notification rules to inform users about BoldSales events such as owner assignments, field updates, task reminders, and other record-related changes.

2. Select one of the two template types. A dialog will open.

3. Select the module to associate with the template from the module dropdown in the dialog header. The template will only be available for those modules.

   For conversation - Contacts, Companies, Pipelines, Sales Documents modules are supported.
   For notification - Contacts, Companies, Pipelines, Sales Documents, Tasks modules are supported.

4. Enter a Template name and Subject. To personalize the subject, click Insert field for personalization. Personalization allows you to include dynamic fields in the subject or message, so each email automatically displays relevant details, such as the record owner’s name, email address, or related company information.

5. Write your message in the body. Use formatting tools to make your message clear and easy to read. Click Insert field to personalize the message body.

6. To add attachments, click the Attachments button. In the Attachments dialog, select Click to upload or drag and drop your file into the upload area.

7. To control who can access or use your template, click Share template.

8. Click Create to save the template.

The image below illustrates the dialog for creating a template.

Personalization using dynamic fields

Use in the subject or body to personalize your email template with dynamic values. The fields available depend on the type of template (conversation or notification) and the module you are creating the template for.

Dynamic fields in conversation templates

• Contacts: Fields from the contact, primary company of the contact, and user who is sending the mail.
• Companies: Fields from the company and user who is sending the mail.
• Pipelines: Fields from the pipeline, primary contact of the pipeline, company of the pipeline, and user who is sending the mail.
• Sales documents: Fields from the document, contact, and company. If specific pipelines are selected, pipeline-specific fields will also be available; if all pipelines are selected, only contact, company, and document fields will be available.

Dynamic fields in notification templates

• Contacts: Fields from the contact and primary company of the contact.
• Companies: Fields from the company.
• Pipelines: Fields from the pipeline, primary contact of the pipeline, and company.
• Tasks: Fields from the tasks module.
• Sales documents: Fields from the document, contact, and company.

Sharing a template

You can share a template either while creating it or after it has been created.

While creating a template, click Share template button.

After creation,

1. Locate the template you created in the Email Templates listing page.
2. Click the next to the template and select Share from the menu.
3. The Share Email Template dialog will open.
4. Choose one of the following options:
   Only me – Accessible only to you.
   Everyone – Accessible to all users.
   Users/Teams – Share with specific users or teams using the search bar.
5. Click Share.

The image below shows the Share Email Template dialog.

Using the created template

In email

You can send an email from any of the following places:

• Activities > Emails from the left sidebar menu – Click New Email at the top left.
• Contact record details page - In the Emails tab, click the New email icon.
• Pipeline record details page - Click the New email icon.
• Top navigation bar - Click the New email icon.

In all options, a New Email drawer will open.

1. Click Insert template at the top right corner of the drawer.
2. The Choose Template dialog will appear.
3. Select the module from the dropdown.
4. Search and select the desired template.
5. The selected template will replace the subject and content of the email.
6. Make any necessary edits, add attachments if needed, and click Send.

The image below shows the New Email drawer for creating a new email.

In workflow rules

To send an email using a template in a workflow rule:

1. Go to Setup > Automation > Workflow Rules or Setup > Process Management > Workflow Rules, then click .
2. In the Set Trigger & Conditions tab, select the trigger module, contacts, companies, or pipelines.
3. Select the trigger type (e.g., Record created, record created/edited) and configure the occurrence settings. If needed, add conditions to specify when the workflow should run, then click Next.
4. In the Define Actions tab, click the dropdown in the Instant Actions section and select Send email from the menu.
5. A Send Email drawer will open with the trigger module already selected.
   In the Email template field, you can either choose an existing template from the dropdown or click Create email template to create a new one directly from the workflow.
6. Complete the email fields such as To, From, CC, and BCC, then click Save.
7. Finally, click Create to save and activate the workflow.

The image below shows the Send Email drawer in workflow rules.

In notification rules

1. Go to Setup > Automation > Notification Rules and click + Create [X], where X is the notification rule type, shared or private. In the drawer, enter the notification rule name and description.
2. Select the trigger module from the dropdown, e.g., Contacts, Companies, etc. Choose the trigger type based on the event that should send the notification.
3. If needed, click Add Condition to specify when the rule should run. If no conditions are added, the rule will apply to all matching records.
4. In the Send email section, click . A Configure Email drawer will open with the trigger module selected by default.
5. In the Email template field, select an existing template from the dropdown or select Create email template to create a new one without leaving the notification rule.
6. Select the Email recipients by choosing users directly or using placeholders then click Save.

The image below shows the Configure Email Template drawer in notification rules.

7. Review all details of the notification rule and click Create to activate it.