Reuse Email Templates in Flow Builder
Where templates appear
Email templates do not have a separate page in the main navigation. They appear in two current places:
- Email Properties → EMAIL → Start from a template for applying a saved email design to the node you are editing;
- Workflow Database → Communications for creating, finding, editing, previewing, copying, and deleting communication templates.
The template picker is collapsed when Email Properties opens. Expand Start from a template to see the templates available for that email context. Each card shows its title and description. Selecting a card loads its subject and content into the Email node.
Applying a template copies its current content into the node. Later changes to the shared template do not silently rewrite Email nodes that were already saved; open and reapply the template when a node must receive the new version.
Save the current email as a template
- Open an Email node and complete its required Email Subject and Email Content.
- Select Save as Template.
- If the email was not opened from a saved template, select Create New Template. If one was loaded, choose either Update Current Template or Create New Template.
- For a new template, complete the Save Email Template dialog:
- Template Title — required, up to 255 characters;
- Description — optional usage guidance;
- Category — controls which email contexts can offer it;
- Priority — Low, Medium, High, Urgent, or Critical metadata;
- Tags — enter a tag and press Enter, then remove it from its chip when needed.
- Check Template Preview, then select Save Template.
Saving a template requires a title, subject, and email content. Sender, recipient, and attachment choices remain part of the Email node configuration; confirm them on the node before selecting Save Email.
Update or branch from a loaded template
After applying a template and editing the email, Save as Template offers:
| Choice | Result |
|---|---|
| Update Current Template | Overwrites the currently loaded shared template with the node's current subject and content. The template name is shown in the choice dialog. |
| Create New Template | Creates a separate template and keeps the loaded template unchanged. |
Updating a template changes future template selections. It does not change email that has already been sent, and it does not automatically resave other workflow nodes.
Template categories in the Email node
The save dialog currently offers:
- Workflow Notifications;
- Approval Requests;
- Reminders;
- Task Reminders;
- Task Expiration;
- Early Escalation;
- Status Updates;
- System Alerts;
- Reports;
- Custom.
The Email node filters templates for its current purpose. If a saved template does not appear, check its category in Workflow Database → Communications, then close and reopen Email Properties.
Manage the complete template collection
Open Applications → Flow Builder → Workflow Database → Communications when you need the full template table rather than the Email-node picker. The current manager includes summaries for Total, Active, Draft, and Total Usage; search; Type, Category, and Status filters; and row actions for Edit, Preview, Copy, and Delete.
The Communications editor supports seven template types: Email, SMS, In-App Notification, Push Notification, Slack Message, Microsoft Teams, and Webhook. For the exact fields and actions, see Use Workflow Database.