Set the default email template for an activity

You can set the default template for email invitations and reminders, as well as confirmation emails for recruitments surveys.

Manage templates

Prerequisites:

Save an email as a template

  1. Open or create an email message.
  2. Click Templates > Manage Templates.
    Result: The Manage Templates dialog appears.
  3. Set the default email template:
    1. Click Options next to the template.
    2. Set as the default template option:
      • Email Invitation
      • Email Reminder
      • Scheduling Invitation (scheduled video discussions)
      • Scheduling Reminder (scheduled video discussions)
      • Video Discussion Interview Communication (scheduled video discussions)
      • Instant Video Discussions Invitation (instant video discussions)
      • Instant Video Discussions Reminder (instant video discussions)
      • Confirmation Message
      • Confirmation Reminder
  4. Click OK.
    Result: The template will load automatically for new communications of the selected communication type.

Default email templates

Keep these considerations in mind when you are working with default email templates.

Only one default email template exists at a time for each communication type.

You can have a different default template for each type of communication:

  • Email Invitation
  • Email Reminder
  • Scheduling Invitation (scheduled video discussions)
  • Scheduling Reminder (scheduled video discussions)
  • Video Discussion Interview Communication (scheduled video discussions)
  • Instant Video Discussions Invitation (instant video discussions)
  • Instant Video Discussions Reminder (instant video discussions)
  • Confirmation Message
  • Confirmation Reminder

If you change the default template, the new template overrides the previous default, and will apply to new emails of the same type going forward.

Example

You change the banner in an invitation and save this invitation as the new default. From now on, when you create invitations for your community and set Templates to Default, the invitation email's formatting shows the new banner.

Each community can have its own set of default email templates.

You can tailor the branding and messaging for each email type, for each community.

Changes to the default template do not affect previously created emails.

A distribution email always uses the default that existed when the email was first created.

Example

You have an ongoing invitation for a customer satisfaction survey. This invitation was created some time ago using a default template that showed the old company logo. If you create and save a template with an updated logo as the new default, the recipients of the ongoing invitation will still see the old template.

Email templates are independently set for each email.

For example, it's possible for an invitation to have one theme and its associated reminder to have another.