System Emails let you customize the email message your contact receives when you send them a document file.

Instead of relying only on the default email wording, you can create your own reusable templates for different document types and choose how those templates are used when sharing files.

Go to:

Business Settings → System Emails

This is where you manage the email templates tied to document sharing.

System Emails control the message that goes out when you send a document file to a contact.

This is useful when you want your document emails to feel more polished, more branded, or more tailored to the type of file you’re sending.

For example, you may want different email wording for:

From the System Emails page, you can:

Each saved template is shown in a list, along with its assigned document type.

To create a new template, click Create Template.

When creating a template, you’ll set up the following:

This is the internal name of the template.

It helps you recognize the template later when choosing it from the list.

Example:

Choose which document type the template belongs to.

This is important because templates are tied to specific file types.

For example, you might create one template for contracts and another for invoices.

Add the subject line for the email.

This supports Smart Tags, so you can personalize the subject using dynamic information.

Write the email message that will be sent with the document.

The editor lets you format the message and customize how it appears.

Inside the editor, you can also:

The View Document block acts as a placeholder. When the email is actually sent, the system generates the real document button automatically.

System Emails support Smart Tags.

Smart Tags let you pull in dynamic details so the email feels more personal and relevant.

For example, you can use Smart Tags in places like:

This is helpful when you want one template to work across many sends without needing to rewrite the message every time.

You can also insert your business signature into the email.

This helps keep document emails consistent with the rest of your communication and saves you from manually adding a signature each time.

When creating or editing a template, you can choose to set it as the default for that document type.

This means that template becomes the standard email used when sending that type of document.

Only one default template can be set per document type at a time.

So if you set a new default for a document type, it replaces the previous default for that same type.

A simple way to think about it:

When you’re in the document sharing flow, you can decide how the outgoing email should be handled.

You are not locked into one option.

Use the standard default email for that document type.

This is the quickest option and works well when you already have a default template set.

Choose one of your saved templates for that send.

This is helpful when you want to use a different saved email without changing the default.

Write a one-off custom email for that specific send.

This uses the same editor as the template builder, so you still have access to:

This is useful when the situation calls for a more personal message, but you do not want to create or change a saved template.

System Emails help you make document sharing feel more intentional.

Instead of sending the same generic wording every time, you can shape the message around:

This creates a more polished experience for the person receiving the document.

Start with one clear, polished default template for each document type you send often.

Template names should be simple and practical so it is easy to choose the right one later.

A few well-placed Smart Tags usually feel better than overloading the message with too much dynamic text.

If a message is only useful once, use Write Custom instead of cluttering your saved templates.

If your brand voice changes or your workflow changes, update your default templates so they still match how you want to communicate.

System Emails give you control over the message that goes out with your documents.

You can:

That makes document sharing more flexible, more branded, and more polished.