Workflow: Email Template Editor

Overview

The Email Template Editor allows App Designers to create reusable emails for application workflows and automations. A template defines the email subject and body, sender and reply-to behavior, To, CC and BCC recipients, workflow buttons, QR codes, attachments, generated PDFs, and conditionally displayed content.

Each email template is associated with one form. That form determines the record fields, recipient fields, workflow stages, workflow buttons, attachment fields, PDF templates, and conditional-visibility fields available in the editor.

For instructions on creating, duplicating, and opening templates, see Workflow: Email Templates – Dashboard & Creating.

Before You Begin

Confirm that:

• You have App Designer access to the application.
• The form that supplies the email data already exists.
• The form contains any User, Multiple Users, Email, and Attachment fields required by the template.
• Any workflow stage or action button that will appear in the email has already been configured.
• You have safe test recipients and representative test records.
• You understand whether recipient addresses may be visible to one another before selecting Shared Email Mode.

Testing safeguard: During configuration, use the application’s email test controls where available so production recipients do not receive test messages.

Open or Create an Email Template

1. Open the application in Edit Mode.
2. Select Emails from the Application Designer navigation.
3. Open an existing template, or select + New Email Template.
4. For a new template, enter a name and optional description, select the associated form, and create the template.
5. Complete or revise the subject, body, recipients, sender settings, and other properties in the Email Template Editor.

GW Apps can generate a starting email from a written prompt. For that workflow, see AI Generated Email & PDF Templates. Replace suggested placeholders with the actual fields or supported field references before publishing the template.

Email Template Editor Areas

Field or option	Description
Available Fields	Lists fields and record links from the associated form. Insert a value into the subject or body at the required location.
Email Subject	Contains static text and selected record values. Keep the subject concise and avoid placing long values or complex links in it.
Email Body	Supports formatted text, field values, links, images, lists, tables, workflow-button tags, QR-code tags, and conditional sections.
Email Template Properties	Contains General, Sender, To, CC, BCC, Buttons, QR Codes, Attachments, and Conditional Visibility settings.
Preview and Save	Allows the designer to review and save the template before testing it through its action or trigger.

Compose the Subject and Body

Use the Available Fields palette to insert record values into the subject or body. Place the insertion point where the value should appear and add the required field or link. Inserted field values are replaced with data from the record when the email is generated.

The body supports rich-text content, including:

• Bold, italic, underline, text color, and alignment.
• Bulleted and numbered lists.
• Tables for structured layouts.
• Images and custom URL links.
• Form and system-field values.
• Record links, workflow-button tags, QR-code tags, and conditional regions.

Keep field references and generated tags unchanged after inserting them. Always test blank values, long text, multiple-value fields, and HTML formatting in a delivered email rather than relying only on the editor view.

Configure General Properties

Field or option	Description
Email Template Name	Identifies the template to App Designers. It is not shown to recipients.
Description	Optionally explains the purpose or intended automation. It is not shown to recipients.
Form	Displays the associated form. The form controls which fields and related resources are available to the template.
Delivery Format	Controls the email format. HTML is used for formatted templates with rich text, images, tables, buttons, and other supported body content.

Form association: Confirm the form before building the template. If the wrong form was selected, create or duplicate the template against the correct form instead of relying on unavailable fields.

Configure Sender Name and Reply-To

Expand Sender to define how the message identifies the sender and where recipient replies are directed. Sender Name and Reply To can use a Custom value or, where supported by the control, a compatible field from the associated form.

Field or option	Description
Sender Name	The display name shown as the sender. If no template-specific value is supplied, GW Apps uses the applicable platform email-layout setting and ultimately defaults to GW Apps.
Reply To	The address used when a recipient replies. If no template-specific value is supplied, GW Apps uses the applicable platform email-layout setting and ultimately defaults to gwapps-noreply@gwapps.com.
Custom	Uses a value entered directly in the template.
Field	Uses a supported value from the associated record. Test records with blank or invalid values before relying on a dynamic reply-to address.

Expand Sender to define how the message identifies the sender and where recipient replies are directed. Sender Name and Reply To can use a Custom value or, where supported by the control, a compatible field from the associated form.

Field or option	Description
Sender Name	The display name shown as the sender. If no template-specific value is supplied, GW Apps uses the applicable platform email-layout setting and ultimately defaults to GW Apps.
Reply To	The address used when a recipient replies. If no template-specific value is supplied, GW Apps uses the applicable platform email-layout setting and ultimately defaults to gwapps-noreply@gwapps.com.
Custom	Uses a value entered directly in the template.
Field	Uses a supported value from the associated record. Test records with blank or invalid values before relying on a dynamic reply-to address.

Platform administrators can define common banner, footer, sender, and reply-to defaults in Platform: Email Layout. Template-specific sender settings should be reviewed together with those platform defaults.

Configure To, CC, and BCC Recipients

To, CC, and BCC use the same recipient-source pattern. Add as many recipient rows as required and remove any row that should not receive the message.

Field or option	Description
User	Selects a specific user from the platform user directory. The selected value must be chosen from the available result list so it is saved correctly.
Role	Uses the selected application role as a recipient source.
Field	Uses a compatible field from the associated form. Available options include supported User, Multiple Users, and Email fields.
Add Recipient	Adds another recipient row to the expanded To, CC, or BCC section.
Remove	Removes the corresponding recipient row.

A User recipient must already exist in the platform directory. For platform-user administration, see User Management: Users.

Recipient review: Confirm the final resolved addresses for roles and fields. Test blank fields, roles with no members, duplicate addresses, inactive users, and records containing multiple users where those cases are possible.

Choose Single or Shared Email Mode

The Send Type setting under To determines whether GW Apps generates a separate message for every To recipient or one shared message for the complete To list.

Field or option	Description
Single Email Mode	Sends a separate email to each To recipient, keeping To addresses private from one another. CC and BCC recipients receive a copy for each To recipient and may therefore receive repeated messages.
Shared Email Mode	Sends one email to the complete To list. To recipients can see one another’s addresses, so use this mode only for an approved group.

For the full privacy, CC/BCC, and selection guidance, see Email Templates: Single and Shared Email Modes.

Add Workflow Buttons

Buttons allow an email recipient to open or act on the associated record from the email. Each configured button generates a tag that must be placed in the email body.

1. Expand Buttons and add a button.
2. Select the workflow stage that contains the required action button.
3. Select the stage button or action.
4. Choose the supported presentation type, such as a button or link, and configure the available appearance settings.
5. Copy the generated tag and paste it into the email body.

The email element depends on the workflow stage, action, security, and confirmation behavior of the selected button. Review those settings in Workflow 3 – Action Buttons Advanced.

Important: A button in an already-delivered email can remain visible after the record moves to another stage. GW Apps validates the action when it is used; if the action is no longer valid, it will not run and the recipient may only be taken to the record.

Add QR Codes

The QR Codes section allows one or more QR codes to be configured and placed in the email by using generated tags. A QR code can provide a scannable route to its configured destination or workflow experience.

1. Expand QR Codes and add a QR code.
2. Configure the destination and any required record or workflow settings displayed by the editor.
3. Copy the complete generated QR-code tag.
4. Paste the tag into the required location in the email body.
5. Send the email using a representative record and scan the code with the intended recipient account.

The PDF editor uses the same generated-tag concept for record links, dynamic URLs, and workflow-action QR codes. See PDF Templates for the corresponding QR-code configuration pattern, then verify the available options in the email editor.

Security: A QR code does not bypass destination permissions. Review authentication, record access, workflow-stage validity, and any sensitive values included in a dynamic destination.

Attach Uploaded Files and Generated PDFs

Expand Attachments to include files already stored on the record and/or a PDF generated from a PDF template associated with the same form.

Field or option	Description
Attachment Fields	Selects one or more Attachment fields from the associated form. Files stored in those fields are attached when the email is generated.
PDF Templates	Selects a saved PDF template associated with the same form. GW Apps generates the PDF from the current record and attaches it to the email.

Attachment limit: The editor identifies a 10 MB limit per email. If one file exceeds the limit, it is ignored. When several selected files exceed the total limit, GW Apps attaches files only up to the supported total and ignores the remainder. Test the actual attachment set before publishing the automation.

Create and maintain the generated document in PDF Templates. Only templates associated with the email template’s form are available for selection.

Show or Hide Email Content Conditionally

Conditional Visibility allows sections of the email body to be shown or hidden according to values on the current record. Each condition generates an opening tag and closing tag. Content placed between those tags is evaluated when the email is generated.

1. Expand Conditional Visibility and select Add Condition.
2. Enter a descriptive condition name.
3. Choose whether the tagged content should Show or Hide.
4. Choose whether all filters or any filter must match.
5. Select the field, operator, and comparison value required by the condition.
6. Use Add a new Filter for another requirement or Add OR Filter for an alternative path.
7. Copy the generated opening and closing tags.
8. Paste the opening tag before the controlled content and the closing tag after it.
9. Send test emails using records that match, do not match, and contain blank values.

Tag placement: Keep both generated tags unchanged. Everything between the opening and closing tags becomes part of the conditional region. Test complex content such as tables, buttons, images, and QR-code tags before using it in production.

Troubleshooting

Field or option	Description
A recipient field is unavailable	Confirm that the template is associated with the correct form and that the form contains a supported User, Multiple Users, or Email field.
A selected user is not saved	Select the user’s complete result from the platform directory rather than leaving manually typed text in the control.
CC or BCC receives repeated copies	Review Single Email Mode. CC and BCC recipients receive a copy for every To recipient in that mode.
Recipients can see one another’s addresses	Review Shared Email Mode and change to Single Email Mode when To-address privacy is required.
Sender Name or Reply To is unexpected	Review the template source and value, the platform Email Layout defaults, and the built-in fallback behavior.
A record value is blank	Confirm that the record contains data and that the correct field or supported reference was inserted.
A workflow button does not run	Confirm the record’s current stage, the selected button, button security, and the recipient’s access.
A QR code does not appear or open correctly	Confirm its complete generated tag, destination configuration, permissions, and any surrounding conditional visibility tags.
An attachment is missing	Confirm the selected Attachment field or PDF template, form association, record content, and the total 10 MB email limit.
Conditional content is always shown or hidden	Confirm the tag pair, Show/Hide selection, match strategy, field, operator, value, and AND/OR grouping.
The email is not sent	Confirm that the sending action or trigger ran, application email settings allow delivery, and test-mode routing is configured as intended.