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Edit Email Template

Summary

You can edit existing email templates to update content, modify placeholders, or improve formatting. Editing templates helps ensure your communications remain relevant and up to date across the Hire and eSign modules.

In this article

  • Before you begin
  • Step 1: Create a New Email Template
  •  Step 2: Modify Placeholders in the Template
  • Frequently Asked Questions (FAQ)

Before you begin

To edit an email template, you must have administrative access or the necessary permissions to manage templates within the Admin section. If you do not have the required permissions, please contact your system administrator or HR team.

Step 1. Edit an Email Template

  1. Navigate to the Templates section within the Admin dashboard.
  2. Click on the Email tab to view your list of email templates.
  3. Browse the available templates and select the one you wish to edit.
  4. Once you’ve selected the template, click on it to open the Edit screen.
  5. In the Template Title field, update the title if necessary. This helps to keep your templates organised.
  6. In the Subject field, you can modify the subject line if required.
  7. In the Body section, make the desired changes to the email content. You may add, remove or update text, formatting, and other elements.
  8. To add or remove placeholders, click the + icon in the Body or Subject field and select the appropriate placeholder(s).
  9. Once you’ve made the necessary changes, click Save to apply them.

Step 2. Modify Placeholders in the Template

  1. While editing the template, click on the + icon in the Body or Subject section to view available placeholders.
  2. Select the placeholder you wish to insert (e.g. Candidate First Name, Job Title, Interview Date).
  3. The placeholder will be inserted at the location of your cursor.
  4. You may add multiple placeholders to both the subject and body. When the email is sent, these placeholders will automatically populate with the relevant information.
  5. Once you are satisfied with the placement of your placeholders, click Save to update the template.

Frequently Asked Questions (FAQ)

1. Can I edit an email template if I do not have admin access?

While editing the template, you can add or remove placeholders by clicking the + icon in the subject or body fields. This allows you to personalise the email using dynamic fields such as Candidate First Name, Job Title, etc.
 

2.Can I edit both the subject and the body of the email?

Yes, both the Subject and Body of the email template can be edited. This allows you to fully customise the template as required.

3.Can I delete placeholders while editing a template?

 Yes, you can delete placeholders from the subject or body by simply removing them from the text. Ensure that the placeholders you remove are not essential to the email’s functionality.
 
  

4. Will changes I make to the template affect emails already sent?

 No, changes will only apply to emails sent after the update. Previously sent emails will remain unaffected.

 

5.Can I revert changes after saving the template?

 Yes, when creating a new template, you can click the Generate button to automatically generate a template based on the available fields.
 
 

6.What if I do not see the email templates option?

Once a template is saved, the changes cannot be undone. Please review the template carefully before saving.