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Pipefy's email templates are a powerful feature that allows you to create custom email messages and establish standardized communication.
Implementing email templates is a great way to save time and optimize your processes.
Create email templates
Go to the pipe header and click on Emails.
Next, click on email templates at the bottom of the menu on the left side.
A new window will open, then click on Create new template.
Here, you can:
Name the template
Choose the sender
Add the destination emails (CC or BCC)
Add the subject
Create the message content itself
In the visual editor, you can view the email exactly as the recipient will receive it. Here, you can customize the message with dynamic content easily and quickly.
If you prefer, you can also view the entire content of the email in HTML code.
The timezone option is related to the exact time the email is sent, and it also affects dynamic fields that contain time, such as Datetime, Due date, and Time.
The Language Settings, located in the lower-left corner, are related to the field formats, such as date formats (M/D/Y), currency, numeric, etc.
Remember to write the email in the same language you’re sending so all the fields match. This is great for pipes that manage content with two different languages.
After making your adjustments, just click on Save and close.
Edit existing email templates
To edit an existing email template:
Click on Emails on the pipe's header, select email templates, then click on the three-dots icon next to the Email Template's name.
Select Edit template.
3. Select Save As if you want to save this email template as a copy.
Send email templates automatically
Enable a faster workflow by automating your emails.
You can set different events to send the messages, such as when a card is created or when a field is updated. This is a great option if you have to deal with a lot of emails per day.
For a more detailed tutorial, check the article on how to create email automations.
Send email templates manually
If you prefer, email templates can also be sent manually, directly from the card. In the card Email Inbox, emails triggered by automation are flagged with a specific tag, so it's easy to identify them in the card's mailbox.
Open a card and click on Email. Click on Use a Template, select a previously created email template, check the information, and click Send.
If you select this option while composing an email, it will replace everything you were working on.
Your process has 2 types of email addresses:
Each card has its unique email address. Whenever you send an email from the card, people will receive it from this address.
Every pipe has a single email making it easier to receive requests by this address.
You can customize both by connecting your work email address with Pipefy.
For a more detailed tutorial, check the article on how to set up a custom address via SMTP.
In order to keep our email service with high delivery rate, emails containing Pipefy's email address (@mail.pipefy.com) that you submit manually or through API have a limit of 2 emails/minute.
The limit doesn't apply to custom email addresses (connected via SMTP, Outlook, or Gmail).
Use email templates in a Shared Inbox
You can use email templates in your Shared Inbox. Click on Apply template and select a previously created model or create a new one.
After choosing a model, click on Apply template to confirm.
Update image and attachment links
If you add attachments or image links from a field in the card, they will expire 30 days after each email is sent, and a new link will be generated for each send.
The expiration period starts counting from the upload date for images added via the editing bar. This means that images may stop working after a certain period.
We implement these security measures to prevent internal data from being publicly accessible indefinitely.
To ensure an image remains permanently available in the template, use a fixed link with HTML code.
To send emails with updated links, repeat the process.
By inserting an Attachment, its content will appear as a link in the HTML editor.
To update an image, upload it on a website that hosts images, such as IMGUR.
You'll get a unique link to access it as you publish it. You'll copy and paste this link to your templates' HTML editor.
Then copy and paste this link between the code:
Go back to the visual editor and press Save and close.