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Email Templates

Business & Enterprise

Custom email templates are available on Business and Enterprise plans.

Customize the emails sent to clients and team members to match your organization's voice and branding.

Email Templates Settings

Accessing Email Templates​

  1. Go to Settings
  2. Click the Email Templates tab

Available Templates​

You can customize the following email types:

Guest Invitation​

Sent when inviting a guest to a portal.

Default content includes:

  • Invitation to access the portal
  • Portal name
  • Link to accept invitation
  • Your organization name

Customizable elements:

  • Subject line
  • Introduction text
  • Custom message area
  • Signature/closing

Member Invitation​

Sent when inviting team members to the organization.

Default content includes:

  • Welcome to the organization
  • Organization name
  • Link to set up account
  • Getting started information

Task Reminder​

Sent for upcoming and overdue tasks.

Default content includes:

  • Task name and description
  • Due date
  • Portal link
  • Action button

Portal Notification​

Sent when files are added or activity occurs.

Default content includes:

  • Activity description
  • File/folder names
  • Portal link
  • Action button

Sent for passwordless sign-in.

Default content includes:

  • Sign-in link
  • Expiration notice
  • Security information

Signature Request​

Sent when documents require signing.

Default content includes:

  • Document name
  • Sender information
  • Signing link
  • Instructions

Editing Templates​

Template Editor​

  1. Select a template from the list
  2. Click Edit or the template name
  3. Modify the content
  4. Preview your changes
  5. Save the template

Available Variables​

Insert dynamic content using variables (wrapped in double curly braces):

VariableDescription
recipient_nameRecipient's name
organization_nameYour organization
portal_namePortal name
sender_namePerson who triggered email
action_linkPrimary action button URL
file_nameFile being referenced
due_dateTask due date

In the template editor, wrap variable names with double curly braces to insert them.

Template Structure​

Each template has sections:

  1. Subject Line - Email subject
  2. Header - Logo and top section
  3. Body - Main message content
  4. Call to Action - Primary button
  5. Footer - Closing and legal text

Customization Tips​

Subject Lines​

  • Keep under 50 characters
  • Be specific and clear
  • Include relevant context
  • Avoid spam trigger words

Good examples:

  • "New documents in [portal_name]"
  • "[sender_name] needs your signature"
  • "Task due: [due_date]"

Replace brackets with double curly braces when entering in the template editor.

Body Content​

  • Use clear, professional language
  • Keep paragraphs short
  • Include necessary context
  • Provide clear next steps

Call to Action​

  • Use action-oriented text
  • Keep button text short (2-4 words)
  • Make the action clear

Good examples:

  • "View Portal"
  • "Sign Document"
  • "Upload Files"

Preview and Test​

Preview Mode​

Before saving:

  1. Click Preview
  2. See how the email will look
  3. Variables show sample data
  4. Check formatting and links

Send Test Email​

  1. Click Send Test
  2. Enter your email address
  3. Receive a test email
  4. Verify appearance in your inbox

Resetting Templates​

To restore default content:

  1. Open the template
  2. Click Reset to Default
  3. Confirm the action
caution

Resetting removes all customizations for that template.

Email Branding​

Emails automatically include:

  • Your organization logo (if uploaded)
  • Your brand colors (if configured)
  • Your organization name

See Branding to configure these elements.

Reply-To Address​

Configure where replies go:

  1. In Email Templates, find Reply-To Settings
  2. Enter your preferred email address
  3. Save

Client replies will come to this address instead of a no-reply.

Best Practices​

Consistency​

  • Use consistent tone across templates
  • Match your other communications
  • Maintain professional language

Clarity​

  • Make actions obvious
  • Explain what to expect
  • Provide context for requests

Testing​

  • Test after every change
  • Check on different email clients
  • Verify links work correctly

Compliance​

  • Include required legal notices
  • Provide unsubscribe option where needed
  • Respect privacy preferences

Troubleshooting​

Variables Not Replacing​

  • Check that variables are wrapped in double curly braces
  • Ensure variable is valid for that template
  • Variables may be empty if data not available

Formatting Issues​

  • Preview in multiple email clients
  • Avoid complex HTML
  • Keep tables simple
  • Test on mobile

Emails Not Sending​

  • Check recipient email is valid
  • Verify email settings are configured
  • Contact support if persistent