What are Email Templates

Email Templates are pre-configured templates that define the structure, content, and behavior of emails sent by the workspace. They are used in various ENSPACE features, such as custom task notifications, Spaceflow steps, and automatic communications.

Each template belongs to the workspace where it was created and can be reused across different contexts within it.

How to access

In the sidebar menu, click Emails > Email Templates. The screen displays the listing of all created templates, with the columns: Actions, Name, Subject, Action, and Use Sender by Domain.

At the top of the screen, the search bar and filters let you locate specific templates. At the bottom, pagination lets you navigate between results.

Creating an email template

To create a new template, click the Create + button at the top of the screen. The creation modal has two tabs: Definition and Reply.

Definition tab

In this tab, you configure the email's content and behavior.

• Name (required) — template identification. Displayed in the listing and in template selectors in other features (e.g.: notifications). Maximum of 50 characters.
• Subject (required) — the email subject line that will be sent. Maximum of 400 characters.
• Action (required) — defines the context in which the template will be used (e.g.: task notification, flow step, etc.).
• Cc — email addresses that will receive a copy of the message. Type the email and press Enter to add.
• Reduce attachment fields — when enabled, reduces the display of attached fields in the email body.
• Include Attachments — when enabled, includes files attached to the item in the sent email.
• Remove ENSPACE layout — when enabled, sends the email without the platform's default visual layout, allowing a cleaner or customized format.
• Use Sender by Integration — when enabled, uses the sender configured in the workspace's email integration instead of the default ENSPACE sender.
• Content (required) — the email body. Features a rich editor with formatting options (headings, bold, lists, tables, code, links, etc.). The # button lets you insert dynamic variables from the send context.

Reply tab

In this tab, you configure where replies to the email will be directed.

• Reply To — defines one or more email addresses that will receive replies. Click Add to include addresses.

After filling in both tabs, click Save.

Dynamic variables

The content editor supports dynamic variables, which are automatically replaced with real data at the time of sending. To insert a variable, click the # button in the editor or type / to see available actions.

Available variables depend on the template's usage context (e.g.: item data, assignee data, flow data, etc.).

Best practices

• Name templates descriptively, including the usage context (e.g.: "Reminder — Overdue task", "Welcome — New member").
• Use dynamic variables to personalize content with real data, avoiding generic emails.
• Configure the Reply To field when you want replies directed to a specific email inbox (e.g.: support, responsible team).
• Test the template in a real scenario before using it in notification rules or production flows.
• Enable Remove ENSPACE layout when you need full control over the email's visual format.