How to Fill Out an Email Template

Filling Out an Email Template

Each email template in Asset Studio has a set of fields to complete. Here is what each one means:

Name

The display name for the template — for example, Welcome Email - New Clients. This is how the template will appear in Asset Studio and in Salesforce.

Product

Select the relevant product from the dropdown. This determines which product the email relates to.

Territories

Select one or more territories this template applies to.

Touch Level

Select Low Touch, High Touch, or NA depending on the level of client engagement this template targets.

Sent By

Select whether this email is sent by an Implementation Account Manager or an Account Manager.

Journey Point

Enter the numeric journey point this template maps to in the client journey.

Client Stage

Select the appropriate client stage from the dropdown.

Email Subject Line

The subject line that recipients will see in their inbox.

Email Body

The main content of the email, written in HTML. Two special syntax patterns are supported:

• [hl]text[/hl] — wraps text in a yellow highlight in the Outlook template. This tag is automatically stripped from the Salesforce HTML version.
• {!varCamelCaseName} — a Salesforce merge variable. These are preserved as-is in the generated Salesforce HTML, and displayed as readable [Camel Case Name] labels in the Outlook template preview.

Hero Image

Upload the header image that appears at the top of the email. This is used for the Outlook preview; in production, the image is served from S3.

Progress Bar Image

Upload the progress bar image that appears in the email.

Footer Image

Upload the footer image that appears at the bottom of the email.

Understanding the Review Status

Email templates move through a defined set of statuses. Here is what each one means and when to use it:

1. In-progress

The template is being actively worked on. The automation pipeline will skip any template with this status entirely, so it is safe to leave a draft here while you are still editing.

2. Generate Email

Setting this status and publishing the item triggers the automated pipeline. The pipeline will:

1. Download images from the Webflow CDN
2. Upload them to S3 with timestamped filenames (safe for browser caching)
3. Generate Salesforce-compatible HTML from the email body
4. Update the S3 URL fields in the CMS
5. Send you a preview email so you can review the output
6. Automatically change the status to For Review and re-publish the item (to prevent the pipeline from triggering again)

3. For Review

Set automatically after generation completes. This is your signal that the preview email has been sent and the template is ready for you to check.

4. Signed Off

The template has been reviewed and approved. It is ready to be set to Live.

5. Live

The template is active. Salesforce syncs from Asset Studio once every 24 hours, so the template will be available in Salesforce by the next sync window.