# Edit email templates

Review the subjects and wording used for future messages.

Source: https://ziffa.io/user-guide/settings/email-and-automations

## Edit an email template

1. Open **Settings → Email templates**.
2. Find the email type you want to change.
3. Open its editor and review the fields below.
4. Select a text field, then a variable to insert client or work details at the cursor. Keep required links and instructions intact.
5. Select **Preview** to check the unsaved wording with sample data. **Edit template** returns to the fields. Previewing sends and saves nothing.
6. 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](https://ziffa.io/user-guide/fee-adjustments).

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](https://ziffa.io/user-guide/settings/services#configure-document-emails). 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](https://ziffa.io/user-guide/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](https://ziffa.io/user-guide/settings/automations#choose-how-far-ahead-jobs-are-created).

## Check reminders and other automations

For automatic sending, folder sharing, and retention, follow [Set up automations](https://ziffa.io/user-guide/settings/automations#check-reminders-and-other-automations). Per-template reminder timings are covered in [Configure client document reminders](https://ziffa.io/user-guide/settings/document-reminders).