Reuse email templates

Product Zbix CRM · Version 1.2.0 · Source reviewed · Reviewed 28 October 2026
Audience CRM users and sales teams · Deployment All supported models

Overview

Email templates provide reusable message content with a bounded set of merge variables. A template can be private or shared with the organization. A draft stores its rendered content, so a later template change does not silently rewrite that draft.

Purpose

Prepare consistent follow-up messages while reviewing each customer-specific result.

Prerequisites

• Email-template create or edit permission.

• Access to the associated record when creating a message from the template.

Procedure

1. Open Email Activities and choose Email templates.

2. Select Create email template. Enter its name, subject and message body, then choose private or organization visibility and active state.

3. Insert only supported merge variables such as {{name}}, {{first_name}}, {{last_name}}, {{company}}, {{email}}, {{account_name}}, {{deal_name}} or {{sender_name}}.

4. Save the template. Create a new email draft using it and select the related CRM record.

5. Read the complete rendered subject and body, replace missing context and save the draft before the separate Send email action.

Expected result

The template is reusable within its visibility scope and the reviewed draft contains the intended customer text.

Important notes

• Template names are bounded to 200 characters, subjects to 500 and bodies to 20000.

• Unknown variables and malformed merge expressions are rejected. Missing supported values may render blank, which requires human review.

• Sharing a template does not grant access to the records used to populate it.

Troubleshooting

• Template validation fails: use the supported variable names and a single-line subject.

• Blank customer text: populate the CRM field or enter appropriate wording in the draft.

• A shared template cannot be edited: another user may need both edit and manage-settings grants.

Related articles

• Create and send Email Activities

• Create and update CRM records

• Module Permissions