Editing Email Templates
Open a template by clicking its name in the list, or the row's Edit action. The editor holds the Subject field, the body editor, the language row, and an Actions menu.
Requires Edit permission on the Email Template object to save. Read permission alone opens the template but cannot save it.
Editing the Subject and Body
- Type the Subject. To add a merge token, click Insert, build the token, optionally click Validate Syntax, then click Insert again. The token is placed where the cursor was.
- Edit the body. HTML templates use the rich-text toolbar - formatting, colors, lists, alignment, links, images, tables, horizontal rule, find and replace, and a source view. The fx button on the toolbar opens the merge-token picker. Plain text templates use a text editor with the same merge-token support.
- Click Save. The footer shows Saving… and then All changes saved.
Leaving the page with unsaved work prompts Unsaved changes - choose Discard Changes or Keep Editing.
HTML bodies are sanitized on every save, on the template and on every translation, so unsafe markup never reaches a recipient's inbox.
Using Merge Tokens
Merge tokens are written as {!…} and are replaced with real values when the email is sent. Build them with the picker rather than typing them, and confirm the result with Preview against a real record.
The picker's first list offers every entity you have access to, plus Current User, Organization and Custom Label. The second list offers the fields on your selection.
| Token | Resolves to |
|---|
| Entity and field | A field on the record the email is being sent about. Field names are case-sensitive. |
| Current User | Fields on the user the email relates to. |
| Organization | Fields on your organization. |
| Custom Label | A custom label, translated into the recipient's language. |
| Today, Now | The current date, and the current date and time. |
Functions Inside a Token
Tokens can call functions. The picker groups them into four categories:
Logical - AND, Equal, HasValue, If, IsBlank, IsNull, LessThan, LessThanOrEqual, MoreThan, MoreThanOrEqual, Not, NotEqual, NullValue, OR
Text - Concat, Contains, EscapeSingleQuote, FormatAddress, FormatCurrency, FormatDate, FormatDateTime, FormatNumber, Len, Replace, StartsWith, Text, ToLower, ToUpper, UrlDecode, UrlEncode
Date and time - AddDateTimePart, AddDays, ToUserTime, Today
Advanced - ActivePageUrl, Add, Encrypt, GetAppName, GetSiteUrl, IsInRole, NewGuid, PageUrl, UrlFor, UrlForAsset, UrlParam, UrlTokenEncode
That is 46 functions in total. For each one's arguments and syntax, see Merge Tokens and Functions Reference in the Developer Guide.
Unresolved tokens are removed, not shown. A token that cannot be resolved when the email is sent is stripped from the delivered email rather than displayed to the recipient. This also means a typo in a field name fails silently at send time - use Preview to catch it first.
Configuring Template Details
- In the editor, open Actions > Details.
- Set any of Name, Description, Tags, Reply-To and Ready to use. Template Type is shown read-only with the hint Type cannot be changed after creation.
- For HTML templates, set Portal Branding.
- Click Done to keep the changes, or Cancel to discard them, then Save.
| Field | Notes |
|---|
| Description | An internal note, up to 512 characters. Never sent to recipients. |
| Tags | Up to 255 characters in total and 50 per tag. Semicolon-separated, so semicolons cannot be typed inside a tag. Normalized on save: trimmed, first character capitalized, and de-duplicated. |
| Reply-To | Up to 512 characters, must be a valid email address. When set, replies go here instead of to the default sender. |
| Ready to use | Off by default. While off, the template is not available to automations. The list shows the result as a Ready or Not Ready badge. |
Portal Branding for HTML Templates
| Mode | What is applied |
|---|
| Full Branding | The full portal theme carries through - surface color, text color, borders and rounded corners, on top of the primary color. |
| Basic Branding | Only the portal's primary color is applied. The body stays on a clean white background with default dark gray text. |
Branding is not baked into the saved body. It is resolved when the email is sent, from the recipient's portal, so one HTML template renders in the right theme for every hub. Branding is applied only when the recipient maps to exactly one active hub; with zero or several hubs, the template renders unbranded.
Portal Branding applies to HTML templates only and is forced off for plain text templates.
Finding Templates in the List
- Search by name using the search box.
- Sort by clicking Name, Type, Ready for Use or Modified By. The default order is most recently modified first, ten rows per page.
- Filter using Filter, then Template Type, Ready for Use and Tags, then Apply filters. Active filters appear as chips above the list and can be removed individually or with Clear all.
- Tag in bulk by selecting rows and choosing Actions > Add Tags. Existing tags on each template are kept.
Deleting Templates
From the list, use the row's Delete action, or select rows and use Actions > Delete. From the editor, use Actions > Delete. Each route confirms first.
Deleting a template also deletes every one of its translations, and cannot be undone. System templates are skipped, and the result reports how many were skipped.
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