Create and manage Email Share templates

Note: This article is about the new beta Admin App, which is still in development. Changes may occur. Please provide feedback directly in the beta app.

You can create email templates to help users quickly include content in their Shares. This feature ensures that the most accurate and effective messaging is used. When creating templates, you can assign them to specific Experiences, ensuring that only users with access to those Experiences can share the content associated with the template.

Users will see all the templates they can access when composing Shares, regardless of what Experience they are currently viewing. For example, if a user is assigned to Experience A and B, they will see templates assigned to Experience B, even when sharing from Experience A. Users will not see templates for Experiences they are not assigned to, ensuring they can only share content they have access to.

See how it looks

Key features

• Create branded email templates with text and content
• Assign templates via Experiences for users
• Duplicate templates for quick creation
• See how often templates are used

You need this to succeed

• The beta Admin App enabled
• Feature availability depends on your subscription package
• Showpad admin access or Promoted Member with manage content permission
• Email Share templates are available for users on the Web App, Windows Desktop App, and iOS.
• The maximum size limit for content in email templates is 1 MB.

The quick way

1. In the Libraries tab, select Email Shares from the Templates section of the left side menu.
2. Create a template with text and content and then assign it to Experiences.
3. Manage templates with the template details panel.

Do this step by step

Create an Email Share template

1. Navigate to the Libraries tab.
2. If your organization uses multiple Libraries/Divisions, select the desired Library/Division from the top-left dropdown menu.
3. Select Email Shares from the Templates section of the left side menu.
4. Click New template.
5. Name the template.
6. Assign the template to one or more Experiences. Type the Experience name in the field and select it from the dropdown list. To remove an Experience, click the X to the right of the name. Note that when users select a template while composing a Share, they will see all templates they can access based on the Experiences they've been assigned. This will happen regardless of what Experience they are viewing.
7. Optionally enter a Subject for the template.
8. Click Add content to add a file or Page to the template.
9. Browse for assets using the provided filters. Choose to filter based on selected File Types, asset Properties, Tags, Author, or Source. You can use the search function here or apply a saved filter. The content appears as links in the body where your cursor rests. You can cut and paste them where you'd like. 
10. In the Body field, type what you want to include in the template.
11. Use the rich text editor to adjust the style and add links. Choose the font type, size, style, color, and alignment. You can also create bulleted or numbered lists and remove the formatting. Note that the fonts you can choose are compatible with all email clients.
12. To add an image, click the picture icon. Click Upload to add an image from your device or add the image URL. Images will automatically be resized to fit the field. The maximum size per image is 10 MB. When you're done, click Insert Image.
13. To test the template, click Send test email. A preview of your template will be sent to your email address. The included links will not work in preview mode.
14. When you’re ready, click Save.

Manage Email Share templates

1. Select an email template in the Email Share Templates library. You can use the search field and sort by Name, Added, Last updated, and Authors.
2. Click a template to view its details panel.
3. To edit a template, click the pencil icon. Make changes and click Save.
4. To preview a template, click the eye icon. You can send a test email from the preview by selecting Send test email. You can also click Edit template to make changes.
5. To duplicate a template, click the duplicate icon. “Copy of” will be added to the beginning of the original name. Make any updates you wish to the template, then click Save.
6. To permanently delete a template, click the trash icon and confirm in the pop-up. This action cannot be undone.
7. In the Overview section, view the following details about the template:
   • Created on: The date the template was created.
   • Last updated on: The date when the template was last modified.
   • Author(s): The name of who created the template.
8. To identify popular templates, view the Template insights section. See how often users selected the template in the last 30 days and the total number of times it’s been selected. Templates with low selection numbers may indicate they aren't being used and could be removed.
9. To see which Experiences a template is assigned, click Experiences in the Assigned to section.
10. To delete templates in bulk, select them from the library, click Delete permanently, and confirm on the pop-up.

Learn how to create and manage email templates on the current Online Platform.