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Reusable Templates

Create reusable email and PDF content for workflow steps.

Templates help you reuse formatted content in workflow steps. They are useful when several forms or workflows need the same email wording, PDF layout, or branded message structure.

What Templates Are For

Use templates for:

  • Confirmation emails
  • Internal notification emails
  • Quote or invoice PDFs
  • Approval letters
  • Order summaries
  • Shared headers, footers, and branded layouts

Instead of rebuilding the same email or document in every workflow, create a template once and select it in the relevant step.

Content Templates

A content template is the main body of an email or PDF.

Examples:

  • A customer confirmation email
  • A quote summary PDF
  • An internal support triage message
  • A fulfilment instruction sheet

Templates can include fixed text and dynamic values from the current entry, such as the respondent name, selected products, calculated total, or approval status.

Layout Templates

A layout template wraps content in a shared structure.

Use layouts for:

  • Email branding
  • PDF headers and footers
  • Company address blocks
  • Standard terms and conditions

Layout templates include a content placeholder. When the workflow runs, FormWork places the selected content template inside the layout.

Template Variables

Templates can include references to form answers, metafields, data table rows, or workflow outputs.

Examples of what you might insert:

  • Customer name
  • Submitted email address
  • Quote total
  • Order line items
  • Approval decision
  • Generated file link

Use the reference picker where available. It helps choose the right field without memorising reference names.

Using Templates in Workflows

Templates are selected inside workflow steps that support formatted content.

Use templates in:

  • Send Email steps for subject/body content and optional layouts
  • Generate PDF steps for PDF body content and optional layouts

For simple one-off messages, inline content is usually enough. Use a reusable template when the wording or layout will be shared, reviewed, or updated over time.

Practical Examples

Approval Email

An onboarding form collects details from a new supplier. An admin reviews metafields and clicks an approval button. A workflow sends an approval email using a template that includes the supplier name, approval date, and next steps.

Quote PDF

A quote form calculates pricing from selected services. A workflow generates a PDF using a quote template and stores the generated file on the entry.

Support Triage

A support form assigns category and priority metafields. A workflow sends an internal notification using a template that highlights the customer details, severity, and requested action.

Best Practices

  • Use clear template names, such as Customer Quote PDF or Internal Approval Email.
  • Keep legal text and branding in layouts so it can be updated once.
  • Keep content templates focused on one message or document.
  • Test templates with sample entries before using them in a live workflow.
  • Prefer the reference picker over typing references by hand.