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Customize an email template (subject, copy, button, dynamic tokens)

Outbound email templates can be customized, including their subject, body copy, button, and dynamic tokens. This article covers editing an email template's content.

Opening a template​

Go to Admin Console → Mail Settings → Email Templates. Templates are grouped into categories such as Review Flow, Comments, Access & Sharing, Account, and Tasks — for example Stage Activation, Rework Requested, Asset Approved, Reviewer Nudge, New Comment, Team Invite, or Password Reset. Click any row to open its editor, or switch templates from the dropdown at the top of the editor without going back to the list.

Editable content fields​

  • Subject line — the email subject.
  • Headline — the main heading inside the email body.
  • Message — the body copy.
  • Button text — the label on the call-to-action button.

Changes are reflected instantly in the live preview on the right, which can be toggled between desktop and mobile widths.

Inserting dynamic tokens​

Click into a field (Subject or one of the body fields) and use the Insert variable panel to add a token at the cursor position — the available tokens differ depending on which field is focused. Available tokens vary by template but may include things like {{user_name}}, {{asset_name}}, {{review_link}}, {{workspace_name}}, {{team_name}}, {{task_name}}, and {{due_date}}.

Saving or resetting​

  • Click Save to persist your changes. The template's status changes from Default to Custom.
  • Click Reset to discard all customizations and restore the template's default content and design — this also flips its status back to Default.
  • Leaving the editor with unsaved changes prompts you to save, discard, or keep editing.

Visual design controls (font, size, colors, branding) are covered separately in Customize email template design.