Managing Email Templates in Workflow Steps
Understanding Email Templates in Workflows
Email templates allow you to automate communications within your CRM workflows while maintaining consistency. When you add a template to a Send Email action, the system creates a copy specific to that workflow step. This lets you customize the email for the context of the automation without altering the original template.
Two synchronization options control how changes are handled:
- Sync Edits to Template Off: Edits remain local to the workflow step and do not affect the original template.
- Sync Edits to Template On: Changes made in the workflow step and the original template update each other bidirectionally.
Benefits of Using Email Templates in Workflows
- Safe Customization: Modify emails within workflows without impacting the original template or other automations.
- Flexible Reuse: Apply the same template across multiple workflows and adjust it as needed for each context.
- Global Sync Control: Manually push updates from a template to selected workflow steps when desired.
- Template Library Growth: Save customized workflow emails as new templates for future use.
- Reduced Risk: Avoid unintended changes during team collaboration or campaign edits.
How to Use Email Actions in Workflows
Step 1: Access Workflow Campaigns
Navigate to Workflow Campaigns by going to Marketing → Emails → Campaigns → Workflow campaigns or Automation → Workflows.
Step 2: Add a Send Email Action
Open an existing workflow or create a new one, then add or edit a Send Email action. Ensure you have set up a trigger and defined the basic workflow structure before proceeding.
Step 3: Choose How to Create the Email
Select from the following options under Create Email:
- Quick Compose: A simple editor for fast messages.
- Smart Builder: Choose Design, Code, or Plain Text editor to build from scratch.
- Select Template: Pick from My Templates or the Templates Library.
Before editing content, fill out basic email settings like From Name, From Email, CC, and BCC as needed.
Step 4: Preview and Customize the Template (Optional)
If using a template, select it from the Templates dropdown. Click the three dots icon in the template preview menu to Edit Design or Remove. Clicking Edit Design opens the Email Template Editor. Use the Sync Edits to Template checkbox to control synchronization.
Step 5: Configure Advanced Settings
Expand Advanced Settings to enable:
- Link Tracking: Track clicks and click-through rates for each link.
- UTM Parameters: Add campaign tracking tags.
- Tags on Actions: Automatically tag contacts based on opens or clicks.
Step 6: Save and Review Statistics
Click Save Action, then publish the workflow when ready. After sending, reopen the Email action to view Statistics. Click View Details or Click Performance for deeper insights.
Using the Email Template Editor
To open the Email Template Editor from the Send Email action, click the three dots icon in the template preview and select Edit Template. This allows you to customize the template specifically for the workflow step.
Editor Tools and Layout Options
The email editor provides several tools to customize structure, design, and content:
- Template Title and Name Editing: Click the pencil icon next to the title at the top-center to rename the template.
- Top Action Toolbar: Use icons to manage layout, add elements, manage layers, set global text styles, and adjust template-level settings like width and padding.
- Element Library: Drag and drop content blocks from the left panel, including text, images, buttons, logos, dividers, social links, videos, footers, product grids, and countdown timers.
- View Mode and Editing Options: Switch between editing and preview modes, and toggle between desktop, tablet, and mobile views to ensure responsive design.
- Settings and Version History: Click the three dots icon to access Version History and Settings. Version History shows previous drafts, while Settings lets you update the Subject and Preview Text.
After customizing, click Save as new Template in the top-right corner to store the email for future use.