Email templates make it easy to reuse consistent messages across your ZipLeads workflows. You can still customise individual workflow emails when you need to. When you use an existing template in a 'Send Email' action, you can keep the workflow email independent, sync it with the source template, or refresh it with 'Sync Once'. This guide explains how to manage those options safely.
What are email templates within workflows?
The 'Send Email' workflow action can use an existing saved email template as the starting point for an automated message. This lets you reuse approved layouts and content, while adapting individual workflow emails for a specific automation.
The 'Sync Edits to Template' setting decides whether your changes stay independent or keep syncing with the linked source template.
Key benefits of managing email templates in workflow steps
Managing email templates correctly helps you reuse approved content. It also lets you control which changes stay specific to a workflow and which updates affect shared templates.
Safe customisation: Keep workflow-specific changes independent when continuous sync is turned off.
Reusable content: Use the same saved template across multiple workflows.
Continuous synchronisation: Keep a workflow email and its source template aligned when sync is turned on.
Selective updates: Use Sync Once to refresh selected workflow emails without turning on ongoing sync.
How email template syncing works
Check the current Sync Edits to Template setting before you edit a workflow email that uses a shared template.
Setting | Behaviour |
Sync ON | Changes to the workflow email can update the source template, and changes to the source template can update the workflow email. |
Sync OFF | The workflow email and source template stay independent. Later edits to one don't automatically update the other. |
Sync Once | Copies the source template's current content into selected workflow emails one time, without turning on continuous sync. |
New Send Email actions created from an existing template have continuous sync OFF by default. Existing actions may have different settings.
To turn on continuous sync, select Sync Edits to Template and confirm with Turn On Sync. To turn it off, clear the checkbox and confirm with Turn Off Sync. Save the email action after making changes.
Important: When Sync Edits to Template is turned on, editing a workflow email can also change the shared source template. Check the sync setting before you change an email that uses a reusable template.
How to use and edit a template in a workflow
Add an existing template from the Send Email workflow action. Then decide whether your edits should stay specific to that workflow or sync with the reusable source template.
Go to Automation → Workflows and open or create a workflow.
Add or edit a Send Email action.
Set up the sender information, including From Name and From Email.
Select Select Existing Template and choose the saved template you want to use.
Check the Sync Edits to Template setting.
To customise only this workflow email, keep sync OFF and use the editing option in the template preview.
To keep changes synced with the reusable template, turn on sync and confirm with Turn On Sync.
Tip: If you want to edit the reusable source template directly, go to Marketing → Emails → Templates, open the template, and make your changes there.
How to save a customised email as a new template
If you customise a workflow email and want to reuse that version elsewhere, save it as a separate template instead of replacing the original.
Important: Before you customise an email to save as a separate template, make sure 'Sync Edits to Template' is OFF. This stops your edits from accidentally updating the original template.
Open the workflow email in the email editor.
Make sure Sync Edits to Template is turned OFF.
Customise the content as needed.
Use the available option to save the email as a new template.
Enter a name and finish saving.
Check the new template under Marketing → Emails → Templates.
Tip: Saving a new reusable template is different from saving changes to the current workflow email.
How to use Sync Once
Use Sync Once when you want to apply the source template's latest content to selected workflow emails without turning on continuous sync.
Go to Marketing → Emails → Templates.
Find the source template.
Open the template's three-dot menu (…) and select Sync Changes.
Review the linked workflow email actions and their Continuous Sync status.
Select the actions you want that have continuous sync turned off.
Click Sync Once.
Review the updated workflow email actions.
Important: Sync Once applies the source template's current content to selected workflow emails and may replace workflow-specific customisations. Compare both versions before syncing.
How to test and save a workflow email
Send a test email before publishing the workflow. This lets you check the final content, formatting, personalisation, links and sender information.
Open the Send Email action.
Enter one or more addresses in Test Emails.
Click Send Test Mail.
Review the message you receive and make any corrections.
Click Save Action.
Save and publish the workflow when the automation is ready.
Frequently Asked Questions
Q: Can workflow emails using the same template have different sync settings?
Yes. Each workflow email action can have its own continuous sync setting. Check the current Sync Edits to Template state before editing an email.
Q: What should I check before using Sync Once?
Compare the source template with the selected workflow emails first. Sync Once applies the source template's current content and may replace workflow-specific customisations.
Q: Can I see which workflow email actions are linked to a template?
Yes. Open the template's Sync Changes dialog to see linked workflow email actions and their continuous sync status.
Q: Where should I make changes if I want to update the reusable source template?
Go to Marketing → Emails → Templates and edit the saved source template there. Remember that workflow emails with continuous sync turned on can receive those template changes.