Keeping Workflow Emails in Sync with Their Template

When a workflow email starts from a saved template, you decide whether the two stay linked. The Sync Edits to Template checkbox makes that choice.

Sync on

Edits made to the workflow email update the original template, and edits to the template update the workflow email. Both stay identical. Use this when many workflows should always share the same approved wording.

Sync off

The workflow email becomes independent. Changes in one place never affect the other. Use this when a workflow needs a customized version without disturbing other uses of the template.

Turning sync on or off

1. Open the workflow and add or edit a Send Email action.
2. Select an existing template.
3. Tick or untick Sync Edits to Template.
4. Confirm in the dialog that appears by clicking Turn On Sync or Turn Off Sync.

You can change your mind later. Each change is confirmed in a dialog.

Defaults

• New email action using a template: off.
• Existing action whose template has been edited: off.
• Existing action whose template has not been edited: on.

See which workflows are linked

In the template editor, open the three-dot menu and choose Sync Changes. A list shows every email action linked to the template and whether continuous sync is enabled for each. For actions where continuous sync is off, you can select them and use Sync Once to copy the template content across a single time. You cannot untick an action that has continuous sync on from this dialog.

Copies and duplicates

The checkbox setting is preserved when a workflow is duplicated.

Good to know: Turn sync on only when you truly want one source of truth. A quick tweak for a single workflow is safer with sync off.