> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/general-navigation/email-templates.md).

# Email Templates

Lightning Email Templates are the modern way to build reusable, branded emails for your team.

#### 🔍 How to Get There

**App Launcher → Email Templates**

![](https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FiNJtZvaeNyTEs0qStszp%2FScreenshot%202026-02-08%20at%2011.40.17%E2%80%AFpm.png?alt=media\&token=5c1512bd-8570-4432-ad7c-2871351c454d)

#### 🚀 Create a Template

{% stepper %}
{% step %}

#### Click New Email Template

Open the Email Templates page and click **New Email Template** to begin.
{% endstep %}

{% step %}

#### Enter Name, Subject, and Description

Provide a clear **Name**, an appropriate **Subject**, and an optional **Description** for the template.
{% endstep %}

{% step %}

#### Build your content using the HTML editor

Compose the body of the email using the provided **HTML editor**. You can use rich text or raw HTML as needed.
{% endstep %}

{% step %}

#### Use Insert Merge Field

Use **Insert Merge Field** to dynamically pull record data into the template (e.g., contact name, account information).
{% endstep %}

{% step %}

#### Save the template

Save your work to create the template.
{% endstep %}

{% step %}

#### Choose a Folder and set Sharing Settings

Place the template in a **Folder** and configure **Sharing Settings** so the appropriate users or groups can access and use it.
{% endstep %}
{% endstepper %}

#### ✏️ Editing an Existing Template

Open the template from the **Email Templates** list and click **Edit**. You can update the Name, Subject, Description, and body content the same way as when creating it — including adding or changing merge fields. Save when you're done.

{% hint style="warning" %}
Editing a template changes it for everyone who uses it going forward. If a template is used in an active automation (a Flow, or a Workflow email step), check with whoever owns that process before making major changes to the layout or merge fields — removing a merge field the automation relies on can break the send.
{% endhint %}

#### 👁️ Preview & Send a Test

Before relying on a template, preview it against a real record so you can check the merge fields resolve correctly:

1. Open the template and click **Preview**.
2. Choose a sample record to preview against — the merge fields will populate with that record's real data.
3. Use **Send Test and Preview** (from the template detail page) to email yourself a real copy, so you can check rendering in an actual inbox rather than just the in-app preview.

#### 🗂️ Managing Folders & Sharing

Templates are organised into **Folders**, and each folder has its own sharing settings — this is what controls who can see and use a template, separate from who can edit it.

* To move a template to a different folder, open it and change the **Folder** field, or use **Move** from the list view.
* To change who can access a folder, open the folder and click **Share** — you can share with specific users, roles, or public groups, and set their access as **Viewer** (can use the template) or **Editor** (can also edit it).
* Create a new folder from the **Folder** dropdown at the top of the Email Templates list → **New Folder**.

#### 🧬 Clone a Template

Need a variation of an existing template? Open it and click **Clone** rather than building from scratch — this copies the subject, body, and merge fields into a new template you can rename and adjust.

#### 🚫 Retiring a Template

Templates aren't deleted in the usual sense while they're in use elsewhere — instead, uncheck **Available for Use** on the template so it no longer appears as an option when composing emails, without breaking anything already referencing it. Only delete a template outright once you've confirmed nothing (a Flow, a Workflow step, a user's habits) still depends on it.

#### 📝 Notes

{% hint style="info" %}

* Supports rich text, images, and HTML
* Used for user-generated emails, flows, and automations
* Folder permissions control who can see or use the template
  {% endhint %}