Octiv emails are completely customizable. Email templates can be created for system events, such as Document Accepted, Document Declined, or Task Assigned, or you may want to have different email templates for different document types. For example, if you’re sending out a contract, the email you craft will be different than when you’re sending an introductory proposal.

Note: You must be a system administrator to edit System email templates and create Shared templates.

Watch this video to learn how to create a default email template.

Create Templates – System Administrator

To create email templates:

  1. Go to Administration => Email Templates
  2. Click Create
  3. Select Template Type

    • Personal will make the template private to your user
    • Shared will give all users access to the template (Note: If workgroups are enabled, this will share the template across all workgroups.)
  4. Fill out Template Name, Subject, and Body. You can insert variables into your email template:

    • Click Insert Variable
    • Choose variables from the Document, Recipient, or CRM tabs (Note: If you launch documents from multiple objects, your template can only contain variables that relate back to your launching object.)

Create Templates – Standard User

Standard User email templates are automatically set to Personal. To create email templates:

  1. Go to User Profile => Email Templates
  2. Click Create
  3. Fill out Template Name, Subject, and Body. You can insert variables into your email template:
    • Click Insert Variable
    • Choose variables from the Document, Recipient, or CRM tabs (Note: If you launch documents from multiple objects, your template can only contain variables that relate back to your launching object.)

Set Default Email Template for Document Templates

You can set a different email template for every document template in your library. If you don’t set an email template for a document template, the document will default to the standard Octiv email template.To set the default email template:

  1. Navigate to the Properties of the document template
  2. Select the appropriate email template from the drop-down menu

You must have the ability to edit the document template in order to set the default email template. When setting the default email template, you will only have access to email templates that are shared, so that you cannot set a default template that others can’t use.

Choose Email Template When Sending Document To Recipients

Users can choose from the email templates available to them when sending a document instead of using the Octiv or template default:

  1. On a published document, add recipients and then click Send Email
  2. Choose your desired email template from the Template dropdown

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