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Workflow: Email Templates – Dashboard & Creating

Email Template Overview

Email templates are used to create automated workflow notifications. If you want to send an email as part of a workflow, for example to the approver(s) or to the record’s originator to let them know of a workflow update, you will need to create an Email Template to define the email that will be sent. To access the Email Templates Dashboard:

Edit App  > Emails
Email Template Dashboard

Email Templates Dashboard

The email templates dashboard shows all available email templates for the current application, displayed as tiles or a list. An App Designer can create and update them from here. Double clicking on a template’s tile/list row will open it in the Email Template Editor.

Email Templates Dashboard
Email Template Dashboard Cont.

Each email template tile/list row also has the following options, accessible directly on the tile/list row, or from the 3-dot menu icon on the right side:

Item Description
Edit Icon Edit – Opens the email template in the Email Template Editor.  (You can also just double-click on the tile/list row.)
Info Info Panel – Displays the right side information panel, with summary information and an edit history for the currently selected email template.
Duplicate Duplicate – Copies the selected email template. A dialog asks for a new name and then opens the duplicated email template in the Email Template Editor.
Delete Icon Delete – Deletes the selected email template from the application.

Creating a new Email Template

To create a new email template, click on the + New Email Template button at the top of the dashboard. You will then be presented with the New Email Template dialog:

New Email Template Dialog – Initial Look
Create New Email Template
New Email Template Dialog – After Form Selection
Item Description
Email Template Name Enter the name of the new email template.
Description If desired, enter a description for the email template to help clarify its purpose.
Select Form Select the form whose workflow this email will be part of. This is required so that the email editor can lookup the fields from the form to potentially include in the Subject and Body of the email.
Email Subject Type in the subject of the email. (The subject, and all aspects of the email except the associated form, can be further edited once the Email Template Editor opens after you click the Create button on this dialog. In the editor, you can also add field values to the subject.)
Email Body Type

Choose between these options:

  • Show All Fields – Will add table(s) with a row for each field defined in the form, with the name of the field in column 1 and the field value in column 2. The ‘Create separate table for each section’ option will create a new table for each section in the form. If it is not selected, it will create a single table with all the fields in.
  • Select Some Form Fields – Allows you to specifically select the fields you want to show in the email. A ‘Fields’ field will appear once you pick ‘Select Some Form Fields’, and you can select the desired field names from the supplied list. This will add a single table with a row for each field defined in the form, with the name of the field in column 1 and the field value in column 2.
  • Custom – Shows a rich text editing field where you can create a custom email body. (Due to the more limited size and features of the dialog box, it is usually easier to complete the email body once the Email Template Editor opens.)
Recipients Select recipients that will go into the ‘To’ list for the email template. CC and BCC recipients can be added once the Email Template Editor opens. (Details of the options for assigning Recipients can be found in the article on the Email Template Editor. You can leave the default setting of the ‘Record Owner’ role being the only recipient in this dialog box, and update the recipients once the Email Template Editor opens.)
Cancel Button Click to close the dialog and cancel the new email template creation.
Create Button Click to close the dialog, create the new email template, and be taken to the Email Template Editor with the new email template loaded.

Next Steps

Below are links to articles that cover the other main areas of creating a workflow:
Email Template Editor
Workflow Stages
Workflow Action Buttons
Workflow Security
Below are the links to the episodes of Building an Expense Reports App tutorial series that include descriptions of setting up a workflow:
Part 5 – Expense Reports App – Workflow
Part 6 – Expense Reports App – Security

Updated on June 7, 2022

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