Email template usage

Overview

Before you begin

[!IMPORTANT] - Permission requirements: You must have system administrator permissions or be granted Email Template management permissions. - Field-level permission sensitivity: The system automatically applies permission filtering when rendering emails. If the sender or recipient does not have read permission for a field, or does not have data permission for a related object, the system automatically masks or hides the corresponding variable values in the email.

Steps

Step 1: Open the Email Template designer

1. In Setup, go to Template Management > Email Templates.
2. Click Create Template or select an existing template to edit.

Step 2: Configure basic template information

1. Template name: Enter a unique name for the Email Template (for example, Sales Order - Customer Confirmation Template).
2. Email subject: Configure the default subject for sending. You can insert field variables from the current object to create dynamic subjects.
3. Scope: Specify the employees who have permission to send emails using this template.

Step 3: Design the email body layout and content

1. Insert business field variables: Place the cursor at the insertion point in the body, then click the field name (such as Order Number) in the field tree on the left. The system automatically inserts the variable into the page layout.
2. Insert dynamic tables: For objects that contain detail lists (such as multiple products in a sales order), you can insert a dynamic table. When the email is sent, the system automatically loads the detail list data for that record.
3. Insert smart forms: Insert smart form links for any object in the body, and customize the hyperlink display text.
4. Insert layouts: Click to insert a layout grid to organize text and images. The grid border lines are hidden by default when the email is sent.

Step 4: Save the template

1. After confirming the content, click Save.

Expected results

• The configured Email Template appears in the template list.
• Users can select and use this Email Template when sending emails, configuring Workflow rules, configuring Approval workflow actions, or configuring business process actions.

Email Template management and deletion restrictions

[!WARNING] If an Email Template is already referenced by a Workflow rule, Approval workflow, or business process (PaaS process), the system restricts deletion. To delete the template, you must first remove the Email Template binding reference from the corresponding process configuration.

Related topics

• Email template overview
• Create a PDF template