Email Template
Simplify email composition and distribution by saving predefined email content as reusable templates with dynamic variable support
Specs
Version
0.3.0 (updated on 2024-07-29)
Developer
Labii Inc.
Type
Section
Support Configuration
Yes
Overview
The Email Template widget is a versatile tool that simplifies email composition and distribution by saving predefined email content as reusable templates. It allows users to define all email fields โ To, CC, BCC, Subject, and Body โ once in configuration, and then send or share those emails directly from any record. All fields support Labii variables, enabling dynamic content that automatically resolves to record-specific values at send time. This widget is ideal for teams that regularly send standardized communications such as customer notifications, follow-up reminders, or approval requests.
Use Cases
CRM Follow-Up: Send recurring payment reminder or follow-up emails to customers from a CRM record without re-typing recipient details each time.
Automated Notifications: Configure templates with Labii variables so that recipient addresses, subject lines, and body content are auto-populated from record data.
Process Workflows: Embed email send links in flowchart actions to trigger communication steps as part of a larger automated process.
Standardized Outreach: Maintain consistent messaging for compliance-sensitive communications, such as regulatory submissions or study participant correspondence.
Team Collaboration: Share pre-built email links with team members so anyone can send the correct communication from the appropriate record.
Interface
Read-only View
The widget displays each email field (To, CC, BCC, Subject, Body) in a two-column table โ field name on the left and resolved content on the right. Labii variables in the configured fields are automatically expanded to their current record values, so the displayed content reflects real-time data.
Action buttons are shown below the table for each supported email service, allowing users to send or copy the email without leaving the record.
Configuration
All email fields are defined once in the widget configuration. Saved settings are applied to every record that uses the widget.
Open the record containing the Email Template widget and click the Configure (settings) button in the widget header.
Fill in the email fields:
To: Primary recipient email address(es). Supports Labii variables to pull recipient data from column values.
CC: Carbon Copy recipients โ visible to all other recipients.
BCC: Blind Carbon Copy recipients โ hidden from all other recipients.
Subject: A concise summary of the email's topic shown in the recipient's inbox.
Body: The main message content. Supports rich text and Labii variables for dynamic personalization.
Click Save to apply the configuration. The widget will immediately display the resolved template using the current record's data.
All configuration fields support Labii variables. Use variables such as {{record.name}} or {{column.email}} to automatically populate values from the current record at send time.
The template configuration is shared across all records in the table. Changes to the template affect how emails appear for every record using this widget.
Additional Functions
Email Service Options
The widget supports three email services. Choose the service that best fits your organization's infrastructure:
Gmail: Sends the email using the currently authenticated Gmail account. Leverages Google's infrastructure for reliable delivery.
Email: Opens the email in the user's default email client (such as Outlook, Thunderbird, or Apple Mail), pre-populated with the template content.
Notification: Routes the email through Labii's built-in notification center for a fully integrated sending experience without leaving the platform.
Email Actions
Each email service provides three actions available directly from the widget interface:
Send Email: Delivers the email immediately using the chosen service. The template content is resolved with the current record's variable values before sending.
Copy Link: Copies a direct link to the current email. Use this link in flowchart actions or workflow steps to trigger email sending as part of an automated process.
Copy Link with Variables: Copies a link that includes variable placeholders. When the link is opened, variables are resolved against the target record at that moment, making it suitable for dynamic, record-specific workflows.
Use Copy Link with Variables when building flowchart-driven processes where the same template link will be reused across multiple records with different data.
Best Practices
Template Design
Keep the Subject line concise and descriptive. Use a Labii variable such as
{{record.uid}}to include the record identifier for traceability.Use the BCC field to silently archive sent emails to an internal mailbox for audit purposes.
Avoid embedding sensitive data directly in the Body โ use Labii variables to pull the data dynamically rather than hard-coding it.
Variable Usage
Validate that all Labii variables used in the template resolve correctly before deploying the widget to production records.
Use variables for the To field to automatically address emails to the correct contact based on column data, reducing manual entry errors.
Workflow Integration
Combine the Copy Link action with Labii's flowchart builder to automate communication steps within process workflows.
Pair this widget with the Notifications widget when you need both templated outbound emails and an inbox to track incoming responses.
Common Pitfalls to Avoid
Avoid leaving the To field empty โ the email will not send without at least one valid recipient.
Avoid using hard-coded email addresses in production templates; use Labii variables to keep recipient data maintainable.
Avoid modifying the template configuration without notifying users, as the change immediately affects all records using the widget.
Related Widgets
Complementary Widgets
Notifications: Manages inbound and outbound notifications for a record. Pair with Email Template when you need both templated outbound emails and a sent/inbox history.
Comments: Captures collaborative discussion on a record. Import email replies from Gmail or Outlook directly into the comment thread alongside Email Template-initiated communications.
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