You can edit templates for emails sent from your workspace.To view and edit templates, go to My workspace and account> Email templates tab.
For your convenience, the templates you can customize are grouped into categories:
Bot-related emails
Workflow-level emails that invite recipients to complete documents
Documents-level emails that notify users about some specific actions. These include:
Notification that a document fill out has been declined
Email with a document available for download
Reminder to fill out the document
Emails that notify users about changes to access permissions:
When a user has been made a workflow Admin
When a user has been granted fill and share permissions
Authentication emails which are used to verify a recipient’s identity.
How to edit email templates
To modify an email template, navigate to the one tab and click Edit template.
You will be redirected to a page where you can modify different parts of the email.
Here are the sections you can edit:
Logotype
Select an image from your computer or take a new picture to use as a logotype across your entire workspace and emails you sent from it. If a branding logo was added in the workspace info tab, it would be displayed here.Subject
Create a subject line that will make it easy for recipients to understand what the email is about as soon as they get it. Use between 5 and 50 characters for your email subject line to follow best marketing practices.Title
When changing an email’s title, you can use variables to personalize your message with dynamic data. For example, add a recipient name, template name, document name, sender name, or workspace name. You can read more about adding data variables below. Note that you can only use each data variable type once in a title.Message
For the email body, you can also add data variables for the recipient name, template name, document name, sender name, and workspace name. Unlike in a title, use any variable type as many times as you need to convey the message you want to send.Button
Add the text that will be used for the button.Additional text
If needed, additional text can be added after the button. Feel free to use data variables here as well.Signature
Use the toggle to choose whether to add or not a signature helping recipients clearly understand who sent them the email.
Note:To ensure the deliverability of emails, the texts of an email footer cannot be changed.
When you make changes to your email using the editor on the left side of the page, they will be reflected in the preview on the right.
Once you’ve finished editing your email template, click Done in the top right corner. Click Cancel to exit the editor without applying any changes.
You can also retrieve the default template by clicking Restore defaults. In this case, all the changes you’ve made to the template will be erased, and you’ll be able to start customizing a fresh template.
How to add data variables to an email
airSlate allows you to use specific data related to your workspace, documents , templates, and more. To include these dynamic content pieces, place the cursor where you want to place them in the text and click the +Data variable button while editing a part of your template. Choose the variable type you need from the list.
Once selected, the data type will be shown as a tag in both the editor and the preview.
Use data variables to personalize emails for each recipient and make it easy to complete your documents.
Customizing specific emails
You can also create custom texts for recipients assigned to a particular Step. This will allow you to vary messages for the Steps of a given workflow while personalizing the experience for recipients. You can edit emails for an entire workflow or each document you send.
Document-specific emails
To customize emails for a particular step in a workflow, use the Step settings during the process setup.
Note: Changes made in the step settings are only applied to a specific step of a particular workflow.
At the Recipient section, change the texts in the Customize message field. If needed, use the Email preview link to review the designed message.
Here you can click the Edit template button (available for the Owner and Supervisors) to customize the texts across your entire workspace.
One-time messages
Another option is to distribute a workflow with customized email texts that will not affect the initial message you’ve set up at the Workspace or Template level.
Send to email
If you have less than a couple of email addresses for each Step, go to the workflow you need, click Distribute, and choose Via email.
In the window that appears, you will see your workflow steps and the people assigned to them (if you don’t have assignees yet, the email fields will be blank). To view and change the email text then, click Customize message.
Adjust the text to address the recipient of the selected step, and add data variables if needed.
Message to recipients
If you need to send one custom email to all recipients in the workflow, use the Message to recipients option. Go to the Template you need, click Distribute, and choose Via email.
Сlick the Message to recipients button.
Adjust the text, which will be automatically set for the recipients of all steps. Click Preview email to make sure the content appears the way you intended.
Send in bulk
If you need to send multiple documents at once and you’re using the Send in bulk feature, go to the workflow you need, click Distribute, and choose Send in bulk.
In the window that appears, you will see a table with your workflow Steps and the people assigned to them (if you don’t have assignees yet, the email fields will be blank). To view and change the email text, click the ellipsis button next to the step you need, then click Personal message.
Adjust the text to address the recipient of the selected Step.
Click Preview email to make sure the contents appear the way you intended. If you want to make more changes, including button customization, click Edit template in the preview window, and you will be redirected to the email editor.
Note: Email template button is only available for a workspace Owner and Supervisor.
Edit emails for all recipients in a workflow
Use this feature to send a customized message to all steps of one specific workflow without changing the template across the entire workspace.
Go to the workflow you need, click Distribute, and choose Send in bulk.
Click Invite settings and then adjust the text for all recipients in the workflow.
You can preview the email by clicking the corresponding button.
Working with email templates for bots
For all bots that send messages to recipients, email customization is available at both the workflow and bot levels.
Workspace-wide settings
When you start customizing emails for the first time, you may not have any bots added to the templates tab. In this case, click the Add template button.
Select the bots the emails should be edited for, and click Select to add the bot to the templates list.
Whenever you incorporate new bots into your workflow that facilitate email customization, they will be automatically included in the list of email templates. Edit email templates for any bot just like you would edit other email templates in the list.
Note: When you edit emails on the Email template tab, the texts are applied to all the bots in your workflow.
Workflow-specific settings
It’s also possible to edit emails on the bot settings tab. In this case, the texts apply to a particular bot in a specific workflow.
Change the text in the message field and click the Email preview link to review the designed message.
