Edit and publish your email designs

Before you start

Use email templates and brands when creating groups or assigning designs to brands. Use this guide for editing and releasing the actual message design.

Choose the default email theme

1. 1

   Step 1: Open the theme choice

   In Branding's Emails tab, open Default email theme. Choose Ledger, Gallery, Summary, Paper, Statement, or Minimal. The dialog shows the available looks.

   

2. 2

   Step 2: Confirm the store-wide change

   Review the effect and confirm your choice. Every active customer and vendor template is restyled, including defaults and brand versions.

   Blocks, wording, and subjects stay. Template colors are replaced. Live templates on another theme receive a new published version, while unpublished edits remain unpublished.

   Warning

   The default theme changes existing designs

   This action affects all active templates, not only the row you last opened. Check whether your store needs a shared change before confirming.

   Scheduled emails retain their scheduled design. New templates start with the default theme. A store with more than 100 templates must reduce that scope before this change can proceed.

Edit a template

1. 1

   Step 1: Open the template details

   Click Edit on the template row. In Details, review Name, Group, Brands, and Subject line. The editor opens the template's draft.

   

   Write the subject in sentence case and identify the document clearly. Keep the subject useful even before the customer opens the email.

2. 2

   Step 2: Choose the design

   In Design, choose the theme, palette, body font, and email width. Theme changes offer Keep my blocks or Use theme defaults. Reset to theme colours restores the theme palette.

   Widths are Narrow, Standard, and Wide. The body font picker uses web-safe fonts because Outlook ignores custom fonts.

3. 3

   Step 3: Edit and arrange the blocks

   Open a block to change it, add blocks you need, and drag to reorder them. Keep exactly one Message block for the message staff enter when sending.

   For the available block settings, use email blocks and merge fields. Choose content that helps the customer understand or act on this order.

4. 4

   Step 4: Insert an order detail

   Type a slash or click Insert detail where supported. Choose a detail such as Customer first name, Document number, or Customer portal link.

   

   The editor displays preview values as chips. Real customer sends use the portal link while the portal is on, otherwise the signing link. The PIN is added beside the portal link automatically.

5. 5

   Step 5: Preview the email

   Under Email preview, choose Desktop or Mobile. Preview against Sample order or a recent quote or order. Unsaved edits appear in the preview.

   Check Olivia Bennett's Linden Sofa quote for long item names, option details, and a clear next action. A sample preview alone may not show every detail your store includes.

6. 6

   Step 6: Review warnings and save

   Read warnings below the subject, on blocks, and above the block list. Correct relevant issues, then click Save draft. The saved-draft message confirms your work is retained.

   Warnings identify excessive capitals, repeated punctuation, spam phrases, shortened links, bare IP links, missing alt text, promotional designs, and image-heavy content. They don't block saving or publishing.

   Keep links to those the customer needs. More than 6 links prompts a warning. Shorten an email that triggers the Gmail clipping-size warning.

   

Test, publish or restore

1. 1

   Step 1: Send a test

   Choose Send test email from the row or editor menu. Enter your address in Send to, then click Send test. Check the sample email in your inbox.

   

   The test uses the draft subject and design with sample order details. It isn't threaded and doesn't include a real portal link. A real-order preview doesn't change those test-send rules.

2. 2

   Step 2: Publish the draft

   Save your draft, then click Publish. The template becomes available for customer sends. Check the resulting live state before leaving.

   Live · unpublished changes offers See what changed and Discard changes. Discarding asks for confirmation and removes those unpublished edits.

3. 3

   Step 3: Restore an earlier version when needed

   Open Version history, choose an older version, and click Restore as draft. Review the restored subject and design, then publish when ready.

   Restoring doesn't publish or add a history entry by itself. The current live version has no restore action. Scheduled emails keep the version selected when they were scheduled.

What happens next

Composers, status emails, and reminders use the published version. Editor previews and tests use the draft. Leaving a saved draft isn't enough to change customer emails.

The Live · publish again state offers Publish again. Use the live banner to understand whether another publication is needed.

If something goes wrong