Create email templates and assign brand designs

Before you start

Built-in groups include Quote, Invoice, Quote follow-up, Request signature, Request payment, Signed copy, Purchase order, and Quote request received. A group can send on at most one status.

Scheduled emails keep the version chosen when scheduled. Updating a draft doesn't restyle them.

Create a template or a group

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   Step 1: Open the new-template dialog

   Go to Settings›Branding›Emails and click New template. Enter Name, choose Group, and choose Copy the design of when copying another design.

   

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   Step 2: Create and review the draft

   Click Create template. A copied design starts unpublished with the same blocks, colors, and subject. New templates start with the default theme; copies retain the source theme.

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   Step 3: Create a separate group when needed

   Click New group, enter Name, and choose When it sends. Select No status or the status that should trigger it, then click Create group.

   Use a separate group when another status needs its own email. Sending rules explain how to assign that status without replacing an existing group's trigger.

   Built-in groups remain available. You can rename them or change their status assignment, but cannot remove them.

Manage a template

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   Step 1: Open its row menu

   Open the template's menu. Actions include Duplicate, Rename, Move to group…, Send test email, Brands…, Make it the default and Delete. A group's default template (brands All other brands) shows no Brands… or Make it the default, and its Delete is greyed.

   

   Send as plain text and Send with the design choose the sending presentation. Check that the selected option fits the type of message.

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   Step 2: Duplicate or move the design

   For Duplicate, enter Name of the copy. The new copy starts unpublished with the same design, in the same group, and opens in the editor. For Move to group…, choose an eligible destination.

   Signed copy, Purchase order, and Quote request received templates cannot move out of their groups, and other templates cannot move into those groups.

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   Step 3: Delete only an unwanted copy

   Use Delete on a copy you no longer need and review the consequence. Built-in templates cannot be deleted; duplicate one to create an editable alternative.

   Warning

   Deleting removes the template's history

   Deletion removes the copy and its version history. Assigned brands fall back to the group's default. Already sent emails remain unchanged.

Send a brand its own design

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   Step 1: Choose the brands

   On the template row, click Choose brands, or the brand names beside Brands. Tick the brands that should use this design and click Save brands. The dialog lists any brands it will move from another template.

   

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   Step 2: Confirm replacements and publish

   Review each brand's current and proposed template before confirming. Publish the design after checking it. Orders from that brand's locations can then use its published version.

   A version with no selected brands can say This version sends to nobody until you pick its brands. Saving the design alone doesn't assign recipients.

What happens next

All brands identifies a design used across brands. All other brands marks the default fallback when a brand has no published design in that group.

Not in use can mean brand grouping is off. Until it is enabled, only the default sends.

If something goes wrong