Edit email templates
Review the subjects and wording used for future messages.
On this page
Edit an email template
- Open Settings → Email templates.
- Find the email type you want to change.
- Open its editor and review the fields below.
- Select a text field, then a variable to insert client or work details at the cursor. Keep required links and instructions intact.
- Select Preview to check the unsaved wording with sample data. Edit template returns to the fields. Previewing sends and saves nothing.
- Save after checking both versions of the message.
Template fields
| Field | What it controls |
|---|---|
| Key | The kind of message this template replaces. Read the usage explanation before choosing it. |
| Subject | The subject shown in the recipient’s inbox. |
| Message header | An optional heading inside the HTML email. |
| Text message | The plain-text version of the message. |
| HTML content | Content inserted into Ziffa’s standard email layout. Keep the text and HTML versions consistent. |
| Active | Whether this saved template is available for its email type. It does not itself turn on an automation or send the message. |
| Variables | Client and message details available for insertion. client_name, client_email, and client_phone are available across template types. |
For fee changes, choose the fee-adjustment notice type. Check that the old and new fees and start month remain in the message; then follow Adjust client fees.
Saving a template changes the message used for future sends. It does not send a message by itself or change an email already delivered.
Document-problem emails are configured separately in the Emails step of Service setup. These cover files Ziffa cannot classify and files that fail validation. Client sends to the main Contact; Partner sends to eligible colleagues for the Entity. Read Understanding document emails for the exact recipient rules.
Choose the message type
| Type | Used for |
|---|---|
| Entity Accepted / Entity Rejected | Messages about the firm’s client-acceptance decision. |
| Engagement Continuity | An engagement-continuity message sent manually from Contacts. |
| Upcoming Deadline Alert | The early reminder configured on a Job Template. |
| Upcoming Deadline Warning Alert | The closer reminder. |
| Upcoming Deadline Critical Alert | The most urgent upcoming reminder. |
| Fee Adjustment Notice | The old and new fees and start month sent when issuing a fee adjustment. |
A template changes the wording of that message type. It does not change its recipients, trigger, or schedule.
Choose how far ahead Jobs are created
Job generation is configured in Settings → Automations. Follow Choose how far ahead Jobs are created.
Check reminders and other automations
For automatic sending, folder sharing, and retention, follow Set up automations. Per-template reminder timings are covered in Configure client document reminders.