You can edit templates for emails sent from your workspace. To view and edit templates, go to My workspace and account> My workspace> Email templates tab.
For your convenience, the templates you can customize are grouped into specific categories:
Bot-related emails
Workflow-level emails that invite recipients to complete documents.
Document-level emails that notify users about specific actions. These include:
Notification that a document fill-out has been declined.
Email with a document available for download.
Reminder to fill out the document.
Access permissions emails that notify users about changes:
When a user has been made a workflow Admin.
When a user has been granted fill and share permissions.
Authentication emails that are used to verify a recipient’s identity.
How to edit global email templates
To modify an email template, navigate to the desired template and click Edit. You will be redirected to a page where you can modify different parts of the email
You will be redirected to a page where you can modify different parts of the email:
Subject: create a subject line that helps recipients quickly understand what the email is about. Use between 5 and 50 characters for best marketing practices.
Title: create a clear and engaging main heading that will be displayed at the top of your email body. This helps immediately draw the recipient's attention to the core purpose of your message.
Message: add data variables to the email body. Unlike the title, you can use any variable type as many times as you need to convey your message.
Button: add custom text that will be displayed on the action button.
Additional text: add extra text below the button if needed. Data variables are supported here as well.
Signature: use the toggle to choose whether to include a signature, helping recipients clearly understand who sent the email.
Note:To ensure the deliverability of emails, the texts of an email footer cannot be changed.
When you make changes to your email using the editor on the left side of the page, they will be reflected in the preview on the right.
Click Done (top right corner) to save your changes.
Click Cancel to exit the editor without applying any changes.
Click Restore defaults to erase all customizations and return to a fresh default template.
How to add data variables to an email
altaFlow allows you to use dynamic data related to your workspace, documents, and templates to personalize emails for each recipient.
Place the cursor where you want the dynamic text to appear.
Click the +Data variable button.
Choose the required variable type from the list.
Once selected, the data type will be shown as a tag in both the editor and the preview panel.
Customizing specific emails
You can create custom texts for recipients assigned to a particular step. This allows you to vary messages for different steps of a workflow while personalizing the experience, without altering global settings.
Document-specific emails
Feature availability: Automate and Enterprise plans.
To customize emails for a particular step in a workflow, use the Step settings during the process setup.
Note: Changes made in the step settings are only applied to a specific step of a particular workflow.
At the Recipient section, change the texts in the Customize message field. If needed, use the Email preview link to review the designed message.
Here you can click the Edit full message button (available for the Owner and Supervisors) to customize the texts across your entire workspace.
When customizing the email Body, you can use the built-in rich text editor to easily style your message. The toolbar provides standard formatting options to help you structure and emphasize your content:
Text Formatting: Apply bold, italics, or underline, and adjust text size/styles.
Layout: Align your text (left, center, right, justified) and organize information using bulleted or numbered lists.
Colors: Change the text color or add background highlights to draw attention to specific parts of the email.
Links: Insert clickable hyperlinks directly into your message.
All styling changes are instantly reflected in the live preview on the right side of the screen, allowing you to ensure the email looks exactly the way you want before applying the changes.
The option is also available in the Customize message section.
Rich editing is also available for all document completion bots.
One-time messages
Another option is to distribute a workflow with customized email texts that will not affect the initial message you’ve set up at the Workspace or Flow level.
Send to email
If you have less than a couple of email addresses for each Step, go to the workflow you need, click Distribute, and choose Via email.
In the window that appears, you will see your workflow Steps and the people assigned to them (if you don’t have assignees yet, the email fields will be blank). To view and change the email text, click the ellipsis button next to a Step, then click Customize message.
Adjust the text so that it addresses the recipient of the selected Step, and add data variables, if needed.
Message to recipients
If you need to send one custom email to all recipients in the workflow, use the Message to recipients option.
Go to the Flow you need, click Distribute, and choose Via email.
In the new window, click on the Message to recipients button:
Adjust the text which will be automatically set for the recipients of all Steps:
Click Preview email to make sure the content appears the way you intended.
Working with email templates for bots
For all bots that send a message to recipients, altaFlow allows email customization at both workflow and bot levels.
Workspace-wide settings
As with other Workspace-level email templates, you can customize messages sent by Bots on the Email templates tab of Workspace management.
When you start customizing emails for the first time, you may not have any Bots added to the templates tab. In this case, click the Add template button.
Select the Bots that want to edit emails, then click Select to add the Bot to the templates list.
Later on, each time you add new Bots that allow for email customization to your workflow, they will be automatically added to the email templates list. Edit email templates for any Bot just like you would edit other email templates in the list.
Note: When you edit emails on the Email template tab, the texts are applied to all the bots in your workflows.