Email Templates Reference
Permissions, field limits, defaults, setup steps and known constraints for the Email Templates module.
Permissions
Access is governed by the standard object permissions on the Email Template object, set per Security Role in Setup.
| Action | Permission required |
|---|
| See the Setup navigation entry | Create |
| Open the list page and the editor | Read |
| Preview, send a test email, list records for preview or test | Read |
| Create a template, draft with AI, clone a template | Create |
| Save a template, add languages, save a translation, regenerate translations, bulk add tags | Edit |
| Delete a template, delete one or all translations | Delete |
The navigation entry is gated on Create, not Read. A user with Read but not Create can reach the module by URL and view templates, but will not see the Setup entry. Include Create for anyone who needs to find it in the menu.
Portal users are excluded entirely. Customer and Partner role types are denied View, Create, Edit and Delete on Email Template, so they cannot reach the module by any route.
Send Test Email requires only Read. A read-only user can therefore trigger a real outbound email, subject-prefixed [TEST], which also consumes daily email quota. Bear this in mind when granting Read broadly.
How permissions surface in the interface
- Without Create, the Setup entry is not rendered.
- Without Delete, the Delete action is hidden from the row menu, the bulk Actions menu and the editor's Actions menu.
- Clone is disabled with an explanatory hint until the template has been saved at least once.
- Bulk Actions stays inert until at least one row is selected.
Field Definitions
| Field | Interface label | Required | Limit | Notes |
|---|
| Name | Name / Template Name | Yes | 120 characters | Searchable. Not editable on system templates. Not enforced unique. |
| Subject | Subject | Yes | 255 characters | Supports merge tokens. |
| Body | body editor | No | No fixed limit on the source; 64,000 characters per translation | HTML bodies are sanitized on save. |
| Template Type | Template Type | Yes | Plain Text or HTML | Fixed at creation, on every route. |
| Description | Description | No | 512 characters | Internal note; never sent. |
| Tags | Tags | No | 255 characters total, 50 per tag | Semicolon-separated; normalized on save. |
| Reply-To | Reply-To | No | 512 characters | Must be a valid email address. Overrides the default sender for replies. |
| Ready For Use | Ready to use / Ready for Use | No | - | Off by default. |
| Portal Branding | Portal Branding | No | - | HTML only; Basic by default. |
| Translation - Language | Language | Yes | Must be an active language | Unique per template; fixed once created. |
| Translation - Subject | Subject | Yes | 255 characters | - |
| Translation - Body | body editor | No | 64,000 characters | Sanitized when the template type is HTML. |
Defaults
| Setting | Default |
|---|
| Template Type | Plain Text, on every route including the API |
| Ready to use | Off, for new templates and clones |
| Portal Branding | Basic Branding |
| List sort | Modified date, newest first |
| List page size | 10 rows |
Supported Languages
Templates can be localized into any language activated for the portal, from: English, German, Spanish, Spanish (Mexico), French, Italian, Japanese, Portuguese, Portuguese (Brazil), Russian and Chinese - eleven in total, with English as the source language. Activate languages in Configuring Language Settings before adding them to a template.
Setup Steps
- Grant object permissions. Give the Security Roles that own email content Read, Create, Edit and Delete on Email Template as appropriate. Include Create for anyone who needs the Setup navigation entry.
- Confirm your AI Assistant license if you want AI drafting and AI translation. This is an entitlement on your Magentrix subscription rather than a switch in Setup - an administrator cannot turn it on. Without it, Ask AI and every AI translation control are hidden rather than shown disabled, and the creation wizard drops to two steps. Contact your Magentrix representative to add it.
- Activate the languages you intend to localize into.
- Configure portal branding per portal. HTML templates pick these up when the email is sent, based on the recipient's portal.
- Author and activate templates, then switch Ready to use on.
- Point the automations at them. Templates are selected by the features that send them - workflow email tasks, deal and case notifications, ticket and team settings, forms, payout settings, and the platform's user activation, new-user, password-reset and forgot-password settings. Those references are configured in their own Setup areas, not here.
Record-Level Behavior
Templates are Setup records with no sharing model of their own - a user with object permission sees every template. Attachments and notes on a template are ordinary attachments on the template record.
Limitations and Known Constraints
- No version history. Templates and translations are not versioned. There is no revision list, no comparison against a previous version, and no way to roll back a save, a regeneration or a delete.
- No attachment management in the editor. Notes and files on a template record are copied when the template is cloned, but the editor has no interface to add, view or remove them, and they are not automatically attached to the emails the template sends.
- No folders. Tags are the only way to group templates.
- No saved list views. Search, sort and three filter dimensions are available, but views cannot be saved or shared.
- Type cannot be changed. Converting between Plain Text and HTML means creating a new template.
- AI translation has a hard size limit of roughly 10,000 characters for the whole request.
- AI drafting has a size limit of 9,500 characters for the description.
- Merge-token field names are case-sensitive. A token whose field name differs in case will not resolve and will be stripped from the delivered email.
- Five recipients per test send, fixed and not configurable.
- No staleness indicator on translations after the source changes. The prompt at save time is the only signal.
- Localization is limited to active languages.
- No approval workflow. Any user with Edit can change a live template, and the change takes effect on the next send.
See More
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