Email templates make it easier to reuse consistent messaging across workflows while still allowing individual workflow emails to be customized when needed. When you use an existing template in a Send Email action, you can keep the workflow email independent, synchronize it with the source template, or refresh it with Sync Once. This guide explains how to manage those options safely.

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What Are Email Templates Within Workflows?

The Send Email workflow action can use an existing saved email template as the starting point for an automated message. This lets you reuse approved layouts and content while adapting individual workflow emails for a specific automation. The Sync Edits to Template setting determines whether changes remain independent or continue synchronizing with the linked source template.

Key Benefits of Managing Email Templates in Workflow Steps

Managing email templates correctly helps you reuse approved content while controlling which changes remain specific to a workflow and which updates affect shared templates.

  • Safe Customization: Keep workflow-specific changes independent when continuous sync is disabled.

  • Reusable Content: Use the same saved template across multiple workflows.

  • Continuous Synchronization: Keep a workflow email and its source template aligned when sync is enabled.

  • Selective Updates: Use Sync Once to refresh selected workflow emails without enabling ongoing synchronization.

How Email Template Syncing Works

Check the current Sync Edits to Template setting before editing a workflow email that uses a shared template.

Setting Behavior
Sync ON Changes to the workflow email can update the source template, and changes to the source template can update the workflow email.
Sync OFF The workflow email and source template remain independent. Later edits to one do not automatically update the other.
Sync Once Copies the source template’s current content into selected workflow emails one time without enabling continuous sync.

New Send Email actions created from an existing template have continuous sync OFF by default. Existing actions may have different settings.

To enable continuous synchronization, select Sync Edits to Template and confirm with Turn On Sync. To disable it, clear the checkbox and confirm with Turn Off Sync. Save the email action after making changes.

Important: When Sync Edits to Template is enabled, editing a workflow email can also change the shared source template. Review the sync setting before modifying an email that uses a reusable template.

How to Use and Edit a Template in a Workflow

Add an existing template from the Send Email workflow action, then decide whether your edits should remain specific to that workflow or synchronize with the reusable source template.

  1. Go to Automation → Workflows and open or create a workflow.

  2. Add or edit a Send Email action.

  3. Configure the applicable sender information, including From Name and From Email.

  4. Select Select Existing Template and choose the saved template you want to use.

  5. Review the Sync Edits to Template setting.

  6. To customize only this workflow email, keep sync OFF and use the editing option available from the template preview.

  7. To keep changes synchronized with the reusable template, enable sync and confirm with Turn On Sync.

Existing email template selected in a Send Email workflow action with the Sync Edits to Template option

If you want to edit the reusable source template directly, go to Marketing → Emails → Templates, open the applicable template, and make your changes there.

How to Save a Customized Email as a New Template

If you customize a workflow email and want to reuse that version elsewhere, save it as a separate template instead of replacing the original.

Important: Before customizing an email to save as a separate template, confirm that Sync Edits to Template is OFF. This prevents your edits from unintentionally updating the original template.
  1. Open the workflow email in the email editor.

  2. Confirm that Sync Edits to Template is turned OFF.

  3. Customize the content as needed.

  4. Use the available option to save the email as a new template.

  5. Enter a name and complete the save process.

  6. Review the new template under Marketing → Emails → Templates.

Email editor option for saving a customized workflow email as a new template

Saving a new reusable template is different from saving changes to the current workflow email.

How to Use Sync Once

Use Sync Once when you want to apply the source template’s latest content to selected workflow emails without enabling continuous synchronization.

  1. Go to Marketing → Emails → Templates.

  2. Find the applicable source template.

  3. Open the template’s three-dot menu (…) and select Sync Changes.

  4. Review the linked workflow email actions and their Continuous Sync status.

  5. Select the applicable actions with continuous sync disabled.

  6. Click Sync Once.

  7. Review the updated workflow email actions.

Sync Changes dialog showing linked workflow email actions and the Sync Once option

Important: Sync Once applies the source template's current content to selected workflow emails and may replace workflow-specific customizations. Review both versions before syncing.

How to Test and Save a Workflow Email

Send a test email before publishing the workflow so you can verify the final content, formatting, personalization, links, and sender information.

  1. Open the applicable Send Email action.

  2. Enter one or more addresses in Test Emails.

  3. Click Send Test Mail.

  4. Review the received message and make any required corrections.

  5. Click Save Action.

  6. Save and publish the workflow when the automation is ready.

Test Emails field and Send Test Mail option in a workflow email action

Note: Save Action saves the Send Email action configuration. It does not automatically publish a draft workflow.

Frequently Asked Questions

Q: Can workflow emails using the same template have different sync settings?

Yes. Each workflow email action can have its own continuous-sync setting. Check the current Sync Edits to Template state before editing an email.

Q: What should I review before using Sync Once?

Compare the source template with the selected workflow emails first. Sync Once applies the source template’s current content and may replace workflow-specific customizations.

Q: Can I see which workflow email actions are linked to a template?

Yes. Open the template’s Sync Changes dialog to review linked workflow email actions and their continuous-sync status.

Q: Where should I make changes if I want to update the reusable source template?

Go to Marketing → Emails → Templates and edit the saved source template there. Workflow emails with continuous sync enabled can receive those template changes.

Q: Does Save Action publish the workflow?

No. Save Action saves the email action configuration. Save and publish the workflow separately when it is ready to run.

Need Help?

If a workflow email is not behaving as expected, first review the Sync Edits to Template setting and confirm that the correct source template is selected.

Before publishing, send a test email to verify the content, personalization, links, and sender information. If the issue continues, contact your platform administrator or support team for assistance.