Message Templates
Required Permission
This feature requires the OUTGOING_MESSAGES_TEMPLATES permission. See Feature Permissions for details.
Message Templates let you create reusable email and SMS templates that your team can use when sending Outgoing Messages. Templates save time and ensure consistent messaging across your organization.
What are Message Templates?
A Message Template is a pre-configured message that can include:
- Pre-written subject lines (for emails)
- Pre-written message body text
- Dynamic field placeholders that auto-populate with record data
- Formatting and styling (for email templates)
Template Statuses
Templates follow a lifecycle with three statuses:
| Status | Description |
|---|---|
| Draft | Template is being developed — not available for general use |
| Published | Template is active and available for team members to use when composing messages |
| Archived | Template is retired — no longer available for new messages but preserved for reference |
Creating a Template
- Navigate to Outgoing Messages → Templates
- Click Create Template
- Choose the template type (Email or SMS)
- Configure the template:
- Name — Internal identifier for the template
- Subject — Pre-filled subject line (email only)
- Body — The message content
- Save as Draft, or Publish when ready for the team to use
Using Dynamic Placeholders
Templates can include field placeholders that automatically populate with data from the recipient's record in your Data Collections. This allows you to personalize bulk messages with individual names, dates, or any other Data Field values.
Using Templates When Sending
When composing a message in Outgoing Messages:
- Click the template selector
- Choose from available published templates
- The message body (and subject for emails) will be pre-populated
- You can still edit the content before sending
Impact on Users
- Only published templates appear in the template selector when composing messages
- Users with the Message Templates permission can create, edit, and manage templates
- All team members with Send permissions can use templates, regardless of their template management permission
- Archiving a template removes it from the selector but doesn't affect previously sent messages
Related Topics
- Outgoing Messages Overview — How the messaging system works
- Message Approval Workflows — Approval process for messages
- Feature Permissions — Controlling access to template management