Workflows · 2 min read
Manage Email Templates in Workflow Steps
You can start a workflow Send Email action from a saved email template, so automated emails reuse approved designs and copy.
How template syncing works
Check the Sync Edits to Template setting before you edit a workflow email that uses a shared template.
| Setting | What happens | | --- | --- | | Sync ON | Edits to the workflow email can update the template, and edits to the template can update the workflow email. | | Sync OFF | The workflow email and template are independent. Edits to one don't change the other. | | Sync Once | Copies the template's current content into the selected workflow emails one time, without ongoing sync. |
New Send Email actions created from a template have sync off by default. Older actions may be set differently. Each workflow email can have its own setting, even when they share a template.
Use a template in a workflow
- Go to Automation → Workflows and open a workflow.
- Add or open a Send Email action.
- Choose Select Existing Template and pick a saved email template.
- Find Sync Edits to Template below the template preview.
- To turn sync on, select the checkbox and confirm with Turn On Sync. To turn it off, clear the checkbox and confirm with Turn Off Sync.
- Edit the email if needed, click Save Action, then save the workflow.
Push template changes once
Use Sync Once to copy a template's current content into workflow emails that have sync turned off.
- Go to Marketing → Emails → Templates.
- Find the template, open its three-dot menu and select Sync Changes.
- Review the linked workflow email actions and their sync status.
- Select the actions with continuous sync turned off.
- Click Sync Once.
- After the confirmation, review the updated emails in their workflows.
Sync Once doesn't turn on continuous sync. To turn sync on or off for an action, change it inside that Send Email action. There's no side-by-side preview, so review both the template and the workflow email first.
Tips
- Turn sync on when several workflows should always share the same email, such as a standard appointment reminder.
- Leave sync off when you want to customize one workflow's copy without affecting others.
- Use Sync Once to push an updated template into several workflows at once.