Shared Templates

Overview

Shared Templates allows you to efficiently share, edit, and organize templates across multiple workspaces within your organization. This feature is beneficial for organizations that need consistency across various departments or projects. It allows you to share updated designs, while maintaining synchronization in all the designated workspaces where that template lives. This article discusses how to use Shared Templates, and important considerations to keep in mind when using this feature.

Prerequisites

Prior to getting started with Shared Templates, ensure you have the following:

• Plan Type: Available for Business and Enterprise plans.
• Role Type: Owners and Admins can share and edit templates, while other roles can create new designs from shared templates.*

*Note: Only Admins without Advanced Permissions can share templates across workspaces. Users with advanced permissions cannot make modifications to the Library.

Terms and Definitions

The following terms are used heavily throughout this article. You can reference their corresponding definitions in the following list:

• Shared Template: A template distributed across multiple workspaces.
• Source Template: The original template from which all shared versions are derived and synchronized.
• Advanced Permissions: Assigned permissions that restrict users from making changes to shared templates in the Library and more.

Create a Shared Template

This section outlines steps for performing each of the following actions:

• Sharing a template across workspaces
• Editing a Shared Template
• Creating a new design from a shared template

Share a Template Across Workspaces

Take the following steps to Share a Template Across Workspaces:

1. Navigate to the Library.
2. Locate the template you want to share.
3. Click the three dots on the upper right-hand corner of the template.
4. Select the Share to workspaces option from the menu.
5. Choose the workspace(s) where you want to share the template. You can deselect any workspaces if needed.
6. Click Confirm.

Note: Once shared, the template will display a Shared to workspaces label for easy identification.

Edit a Shared Template

Take the following steps to edit a Shared Template:

1. Navigate to the Library.
2. Locate the template you want to share.
3. Click the three dots on the upper right-hand corner of the template.
4. Select Edit source.

You will be redirected to the source template where you can apply any changes you’d like. 

Note: Any changes you make will be synchronized across all workspaces where the template is shared. A notification will appear at the top of the screen, indicating the shared status and that changes are being synchronized.

Create a New Design from a Shared Template

You can create a new design from a Shared Template following one of two workflows:

Through the Projects and Templates tabs 

Take the following steps to create a new design from a Shared Template:

1. Navigate to Projects.
2. Click Create new to create a new email or page.
3. Create a new email or page.
4. Navigate to the Templates tab.
5. Select one of the two options: Blank template or Return to the template catalog

You will be redirected to your new template, ready for customizing. 

Through Email or Page Details

Take the following steps to create a new design from a Shared Template:

1. Navigate to the Templates tab.
2. Locate the template you’d like to use.
3. Click View details.
4. You will be redirected to the design details page.
5. Click Generate email.
6. Select the workspaces where you’d like to create the email from the template.
7. Click Confirm to complete the action.

Note: When copying a shared template, the copy will be a standard (non-shared) template and will not synchronize with the original shared template. You can make a copy only from the original workspace.

Important Considerations

• Restrictions Based on Role and Permissions:
  • Only Owners and Admins can share templates across workspaces unless advanced permissions are set, in which case they are restricted.
  • Shared templates with synced rows can only be edited by users who have access to the original template.
• Template Status in Different Workspaces:
  • Shared templates appear in the Library with a Shared to workspaces label.
  • If the original workspace of a shared template is deleted, shared versions across workspaces are also deleted.
• Effect of Downgrades:
  • If you downgrade to a Professional or Starter plan, Shared Templates become standard templates. Shared Templates in additional workspaces are inaccessible if you revert to a single-workspace plan.
• Blocked Shared Templates:
  • Users without access to the original workspace of a shared template can view it in a locked state but cannot edit or view details.

Standard and Shared Templates - Original Workspace

The following table shows the actions that correspond with each role type within the original workspace.

Shared Templates - Another Workspace

The following table shows the actions that correspond with each role type within a separate workspace that is not the original one.