Create, edit and send email templates

Learn about email templates and how they help establish a smarter, faster, and standardized communication flow.

Ian Castelli avatar
Written by Ian Castelli
Updated over a week ago

🔐 Available on all plans

🎯 For those who want to decrease the manual work when communicating with requesters, clients, and vendors

⏩ Content Summary:

Pipefy's email templates are a powerful feature that allow 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 Emails.

Next, click Email templates at the bottom of the menu on the left side.

A dialog box will open; click Create new template.

In this dialog box, you can:

  • Name the template

  • Choose the sender

  • Add the destination emails (CC or BCC)

  • Add the subject

  • Create the message content

For further convenience, these items accept dynamic fields such as card ID, URL, title, email, username, and more.

🔔 Attention: Each template has a maximum of maximum of 100 dynamic fields.

In the visual editor, you can see the email exactly as the recipient will. Here, you can customize the message with dynamic content easily and quickly. If you prefer, you can view the entire content of the email in HTML code.

💡 Tip:

  • The time zone option is related to the exact time the email is sent. It affects dynamic fields that contain times, such as date time, due date, and time.

  • The Language settings, located in the lower left corner, are related to field date formats such as (MM/DD/YY), currency, numbers, etc.

  • Remember to write the email in the same language as its settings so that all 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:

  1. Click Emails on the pipe's header.

  2. Select Email templates.

  3. Then click on the ellipses (three dots) icon located after the email template's name and select Edit template.

3. Select Save as if you want to save this email template as a copy or Save and close if you want to edit the template itself.

Send email templates automatically

Enable a faster workflow by automating your emails.

You can set up different events to trigger email messages, such as the creation of a card, or a field update. This is an ideal option for users who handle lots of emails each day.

Send email templates manually

If you prefer, email templates can also be sent manually, directly from the card.

In the card, emails triggered by automation are flagged with a specific tag, so it's easy to identify them in the card's mailbox.

  1. Open a card and click Email.

  2. Click Use a Template, and select a previously created email template.

Check the information, and click Send.

🔔 Attention: If you select this option while composing an email, it will replace everything you were working on.

Email address

Your process has two types of email addresses:


Each card has a unique email address. When you send an email from that card, people will receive it from this address.


Every pipe has a single email address, which adds a layer of clarity to those who receive requests from this address.

You can customize both by connecting your work email address with Pipefy. For a more detailed tutorial, check the article onhow to set up a custom address via SMTP.


To maintain the high delivery rate of our email service, emails submitted manually that contain Pipefy's email address ( have a limit of 2 emails per minute.

That limit does not 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. Go to Emails, then click All messages.

To answer an email using a template, click Apply template and select a previously created model, or create a new one.

After choosing a model, click Apply template to confirm.

Update image and attachment links

Images added via the edit button will expire after 30 days from the date the file was uploaded, which may cause them to stop being displayed after the expiration date. This can cause images to stop working. This was done as a security measure to protect internal data.

To make an image permanent in the template without an expiration date, we recommend using a fixed link with HTML code.


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. Copy and paste this link into your template’s HTML editor.

Next, copy and paste the following link between the code:

<img src="">

Go back to the visual editor and click Save and close.

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