Email Templates is where permitted users review, preview, edit, activate, deactivate, test, and import reusable email content.
What this screen is for
Use Email Templates to manage reusable subject lines and email body content used by PAX email workflows. Templates can be plain text or HTML. Canva imports create HTML templates with stored image attachment metadata.
Screen path
Dashboard > System Settings > Communications > Email Templates
Who can use it
admin, executive, csr, and sales users can open Email Templates from System Settings.
Protected template changes, including saving edits and importing Canva templates, require admin or executive access on the backend.
Key areas
| Area | What it shows |
|---|---|
Available Templates |
Template name, category, template code, and inactive status. |
Template Details |
Selected template fields and action buttons. |
Template Name |
User-facing template name. |
Template Code |
System identifier. This field is locked and cannot be changed from the edit form. |
Category |
Template category. |
Description |
Internal description of the template. |
Subject Line |
Email subject. Variables can use {{variable_name}} syntax. |
Template Content |
Plain text or HTML email body. Variables can use {{variable_name}} syntax. |
Active |
Controls whether the template is active for workflows that require an active template. |
Main actions
Import from Canva: Opens the Canva import workflow.Preview Email: Renders the template with sample data in desktop or mobile preview.Test Send Email: Appears for theQUOTE_SENTtemplate.Edit Template: Enables editable template fields.Save Changes: Saves template edits.Cancel: Discards unsaved edits.
What happens behind the scenes
Opening the screen loads the template list. Selecting a template loads the full template record.
Preview uses sample data and renders the result in an iframe. Actual sent emails use real workflow data.
Saving a template updates name, description, subject line, content, category, active status, and updated timestamp. The template code remains locked.
Email workflows look up active templates by code. For example, quote email uses the active QUOTE_SENT template. Invoice, campaign, and other email workflows also depend on email template content where implemented.
Troubleshooting
No templates found
Likely cause: No email templates exist for the tenant or the template list failed to load.
Safe fix: Refresh the screen. If templates are expected, ask an admin to review setup.
Contact support if: Templates exist but the list stays empty.
Save Changes fails
Likely cause: Your role can view templates but cannot save template changes, or the server rejected the update.
Safe fix: Ask an admin or executive to make the change.
Contact support if: An admin or executive cannot save a valid template.
Preview does not look like the final email
Likely cause: Preview uses sample data. Actual email data comes from the workflow that sends the email.
Safe fix: Confirm variables are spelled correctly and test from the real workflow when appropriate.
Contact support if: A variable works in one workflow but not another.