Email templates

Email templates help streamline communication and ensure consistent messaging across conversations and notifications. You can create templates for emails, in-app messages, or notifications, and insert dynamic fields to personalize content automatically.

Use cases

Automating notification messages

Use notification templates to send alerts for deal updates, task assignments, or event reminders.

Training and onboarding

Use templates to guide new team members through onboarding steps or internal processes.

Sharing templates across teams

Enable consistent messaging by sharing templates with other team members or departments.

Accessing email templates

• Navigate to Setup > Process Management > Email Templates.
• Alternatively, go to Activities > Emails > Email Templates
• Click + Create Template
• From the dropdown, click
  • For conversation
  • For notification to choose the template type.

Steps to create a conversation template

1. Click + Create Template.
2. Select For conversation from the dropdown.
3. Enter a Template name and Subject.
4. Under subject, use Insert field to add dynamic fields.
5. Choose the modules the template applies to from the dropdown next to the Create Conversation Template name (e.g., Contacts, Companies, Pipelines, Sales Documents).
6. Compose your message in the editor. Use formatting tools (bold, bullets, etc.) as needed.
7. (Optional) Attach files using the Attachments section.
   • Click Attachments button
   • Upon clicking a dialog appears, click Click to upload to add the file.
8. Click Create to save the template.

Steps to create a notification template

1. Click + Create Template.
2. Select For notification.
3. Enter a Template name and Subject.
4. Use Insert field to personalize the message with contact, company, or pipeline data.
5. Choose the modules the template applies to from the dropdown next to the Create Notification Template name (e.g., Contacts, Companies, Tasks, Events, Sales Documents).
6. (Optional) Attach files using the Attachments section.
   • Click Attachments button
   • Upon clicking a dialog appears, click Click to upload to add the file.
7. Click Create to finalize the template.
   
   

Managing templates

To manage existing templates, use the action menu (three-dot icon) next to each template name in the list.

Edit a template

• Click the action menu next to the template name and select Edit.
• Make the necessary changes and click Update.

Configure access controls for email templates

Control who can access your email templates by setting permissions during creation or after saving.

Setting permissions during template creation

1. Click + Create Template.
2. Choose either:
   • For conversation
   • For notification
3. In the template creation dialog:
   • Select the applicable module.
   • Enter the template name, subject, and other configurations.
4. Click Share template to open the Share Email Template dialog.
5. Choose one of the following access levels:
   • Only me – Only you can access this template.
   • Everyone – All users can access this template.
   • Users/Teams – Select specific users or teams to share with.
6. Click Share to apply the permissions.

Updating permissions for an existing template

1. Go to Setup > Process Management > Email Templates.
2. Locate your template under the Created by me list view.
3. You can also use the Search email templates search bar to quickly locate the template.
4. Click its more actions menu.
5. Select Share.
6. In the Share Email Template dialog, reselect one of the following:
   • Only me
   • Everyone
   • Users/Teams
7. Click Share to update access.

Clone a template

• Click the action menu and select Clone to duplicate the template.

Delete a template

• Click the action menu, select Delete, and confirm the deletion.
• A template can only be deleted by the user who created it.
  
  

Viewing and filtering templates

At the top-left of the Email Templates listing page, use the All templates dropdown to switch between:

• All templates – Shows every template available to you.
• Created by me – Displays only templates you’ve created.
• Shared with me – Displays templates shared by others.

• To narrow down results further, click the Filter button:
  • Applicable module – Filter templates by modules like Contacts, Companies, Tasks, etc.
  • Template type – Filter by Conversation or Notification templates.
• Click Apply to activate filters or Clear all to reset them.
  
  

Article suggestions

Setting up quote templates

Frequently asked questions (FAQs)

Can I edit a template after it’s created?

Yes. Click the action menu next to the template name, and select Edit. This depends on permission.

Are templates shared automatically with my team?

No. You must click Share from the action menu next to the template name and choose the appropriate visibility option.

What happens if I update a shared template?

Changes to a shared template are reflected for all users it’s shared with. Only the creator or users with edit permissions can make updates.