Template Permissions
Share Templates by Team. Control Who Edits Them.Shared email templates with permissions: share by role or team, and control who edits.
Put a template in a group and it is shared with everyone that group is shared with, with no second step to forget. Choose whether each role or team can only use the templates or also edit them. Only the person who made the group can change who sees it.
- Share by role or team
- Use or edit access
- Owner controls sharing
How it works
- Create a groupA folder for related templates
- Share with roles or teamsUse only, or use and edit
- File templates into itFiling is sharing, so nothing else to do
- Wording stays protectedOnly edit access can change it
The Right Templates, in the Right Hands.
Filing a template in a shared group is what shares it. There is no second step.
Give a team use-only access, and they can send the templates but not rewrite them.
Only the group’s creator decides who sees it. Workspace admins can’t change someone else’s.
Only a template’s creator can delete it, whatever access anyone else holds.
Shared Templates in Three Steps.
Create a Template Group
A folder for related templates. Groups can sit inside other groups.
Share It by Role or Team
Add as many roles and teams as you need, each with use or edit access.
File Templates into It
Putting a template in the group shares it. There is nothing else to remember.
Use It, or Rewrite It.
Set for each role or team on every group.
People can open and send every template in the group, but can’t change the wording.
People can also rewrite the templates. It is granted on its own and checked on every edit.
Shared Email Templates, with Permissions That Hold.
Shared email templates let a whole team send the same approved wording. In Adoptiv, sharing works on template groups, the email template folders every screen shows: share a group with a role or a team, and every template filed in it is shared. Filing is the act of sharing, so nobody forgets a second step.
Email template permissions come in two levels. Use lets people open and send the templates. Edit lets them rewrite the wording, needs its own grant and is checked on every change. That is how approved email templates stay approved: give the floor use access, and only the people who write them get edit.
Only the person who created a group decides who sees it. Workspace administrators can’t open someone else’s sharing, and asking about it is refused rather than shown. Deleting a template stays with its creator, whatever grants exist, so nobody pulls wording out from under a team that relies on it.
Role-based template access matches your one role exactly: a grant to a role above yours doesn’t reach down to you. Groups can hold groups, and a template is reached through the grants on the group it sits in. Write the templates themselves with merge fields, and set up roles in roles and permissions.
Team Email Templates, Shared with the Right People.
Groups of templates, which can sit inside other groups.
Share a group with any number of roles and teams.
Edit is its own grant, checked on every change.
Only the group’s creator can see or change who it is shared with.
No grant lets anyone else delete a template.
Matched to each person’s own role. A grant to a higher role doesn’t reach down.
For Teams Whose Wording Has to Be Right.
Templates in a Shared Document vs Shared Template Groups.
| What | Templates in a shared document | With Adoptiv |
|---|---|---|
| Sharing a new template | Templates in a shared document: Send the link to everyone again | With Adoptiv: File it in the group, and it is shared |
| Who can change the wording | Templates in a shared document: Anyone who can edit the document | With Adoptiv: Only people with edit access |
| Who controls access | Templates in a shared document: Whoever owns the file, or an admin | With Adoptiv: Only the group’s creator |
| Deleting | Templates in a shared document: Anyone with edit rights | With Adoptiv: Only the template’s creator |
Template Permissions Questions, Answered.
How do I share email templates with my team?
Create a template group, share it with a role or a team, then file templates into it. Everything in the group is shared.
Can I share one template on its own?
No. Sharing works on groups, so put the template in a group shared with the right people.
What is the difference between use and edit access?
Use lets someone open and send the templates. Edit lets them rewrite the wording too, and has to be granted on its own.
Can an admin change who sees my templates?
No. Only the person who created a group can see or change how it is shared, workspace administrators included.
Who can edit email templates?
The template’s creator, and anyone in a role or team given edit access to the group it sits in. Use access alone never allows edits.
Does sharing with a manager’s role reach the people under them?
No. Each person’s own role is matched, so a grant to a role above yours doesn’t reach you. Share with a team to reach everyone in it.
Can template groups be nested?
Yes. A group can hold groups, and a template is reached through the grants on the group it actually sits in.
How do I delete a template group?
Empty it first. A group with templates or groups inside can’t be removed; once it is empty, its grants go with it.
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