Overview
Approval message templates let you save standard wording for the message your clients see when you send them an approval request. Everyone in your firm can then pick the same template, so clients receive consistent wording, no matter who sends the request.
Templates are set up once at account level and are available in every workspace, for every type of approval request. Templates can also include First name and Surname merge fields, which pull through the recipient's name when they're a registered Glasscubes user.
Who can manage templates?
Only account administrators can create, edit and delete approval templates. All other users can select a template when sending an approval request, but can't change the templates themselves.
Creating and managing templates
Templates are managed from the Approvals section of your account settings.
Go to Account settings and select Advanced options.
In the Approvals section, click Manage templates.
The approval templates screen lists every template on your account, with options to edit or delete each one.
To create a new template:
Click Create template.
Enter a Template name. This is the name your team will see when choosing a template.
Write your wording in the Message field. You can format it using the toolbar, including bold, italic, alignment, lists and links.
Add merge fields if you need them (see Adding merge fields below).
Save the template.
Every template needs both a name and a message before it can be saved.
To change or remove a template, use the edit or delete option next to it in the list. Editing or deleting a template doesn't change approval requests already sent.
The default template
Every account comes with a default template containing Glasscubes' recommended wording, so you have a starting point straight away. It appears at the top of the template list, labelled Default.
You can edit the default template in the same way as any other template. If you want to go back to the original wording, open the default template and click Restore default wording.
You can't delete the default template, so this option is always available.
The default wording is:
Dear {First name},
Please review the document(s) I have shared with you and complete the requested action at your earliest convenience.
If you have any questions, please let me know.
Kind regards
Adding merge fields
Merge fields personalise your template by pulling through the recipient's name from their Glasscubes account. Two merge fields are available: First name and Surname.
In the template editor, place your cursor where you want the merge field to appear.
Open the Insert merge field dropdown in the toolbar.
Select First name and/or Surname.
Each merge field appears as a highlighted token, such as {First name} or {Surname}, so it stands out from the rest of your wording. When you use the template, the tokens are replaced with the recipient's name if they're a registered Glasscubes user.
Please note: Names are only pulled through for registered Glasscubes users with login access. If you send an approval request to an external recipient who doesn't have a Glasscubes login, their name can't be pulled through.
When a merge field can't be filled in
If one or more recipients aren't registered Glasscubes users, you'll see a Some merge fields can't be filled in message when you move on from the Select step. It lists the recipients affected and explains that those details will be left blank in their message.
Click Go back to return to the message and replace or remove the merge fields.
Click Continue to send the request with those details left blank for the recipients listed.
Using a template in an approval request
Templates are available for every type of approval request.
Start an approval request as normal and add your recipients.
Open the Template (optional) dropdown, directly above the approval message field.
Select the template you want to use. The default template is listed first.
The approval message field fills with the template's wording. Make any changes you need for this request.
Continue to the next step and send the request as normal.
If you've already typed a message before selecting a template, you'll be asked to confirm before your message is replaced.
Using a template is optional. If you don't select one, the approval message field stays blank, and you can write your own message or send the request without one.
Frequently asked questions
Can I create different templates for different approval types? All templates are shared across all approval types, so you can use any template for any approval request. Name your templates clearly so your team can pick the right one.
Can templates include the email subject line? No. Templates cover the approval message only. You can still edit the email subject line when sending the request.
Can I create templates for a single workspace or team? No. Templates are set up at account level and are available in every workspace.
Will changing a template affect requests I've already sent? No. Editing or deleting a template only affects requests sent after the change.
Which merge fields are available? First name and Surname. They're only filled in when the recipient is a registered Glasscubes user with login access. They can't be filled in for external recipients.