Customizing Email Templates

SmartVault offers the flexibility to customize the templates that generate emails from your account. You can tailor your email templates to suit your business and control how email communications look for your clients and staff. You can customize the following email templates:

  • Automated Download Notification
  • Automated Upload Notification
  • Financial Statement
  • Financial Statement Reminder
  • On-Demand Upload Notification
  • Permission Granted
  • Send Link
  • User Activation

To customize email templates: 

  1. Sign in to the SmartVault Portal.
  2. Click your initials at the top of the page, and then click Settings.


  3. Go to Account Settings > Manage Account, and click Email Templates.
  4. Click the email template you want to edit to open it. 
  5. In the editor screen, change the text and remove or rearrange placeholders, as needed, and then click Save changes Save_changes_icon.png

Understanding the Email Template Editor

The email Template Editor is a simple text editor and provides options to fine-tune your email templates. In the example below, we're using the User Activation email template, which is used when an employee or guest needs to activate their account. The options in the editor will differ based on the template you select.

Header Toolbar

The Header Toolbar across the top of the editor has several options:

Option Icon Description
Save changes Click this icon when you've completed editing the template.
Revert to default

Click this icon if you want to restore the original template provided by SmartVault. Note: We recommend to keep a .txt file saved on your computer so you can store your email template when you are making changes to the template.

Cancel Click this icon when you want to cancel unsaved changes to the template.

Email Subject Line

The email subject line populates the correspondence subject using the SmartVault Placeholders.

Editor Toolbar 

The Editor Toolbar provides options to change the formatting and style of the text in the email. 

Options Description
Standard formatting options to change your text to bold, italic, underline, or strikethrough, respectively.

These options change your text to subscript and superscript, respectively. Use them to add endings to dates, such as February 25th.

Use these options to align the text to the left, center, right, or justified.

Use these options to select a font, font size, and color, or remove all formatting to some text. Note: To apply the formatting when working with SmartVault placeholders, you must highlight the entire placeholder (including % signs).

Use these options to add a bulleted list, numbered list, table, quote, or a horizontal rule.

Use these options to add a hyperlink or clickable email address. Note: You can insert a URL link or email address by placing your cursor within the template where you want to place the link and clicking the Insert an email icon or Insert a link icon and entering the email address or URL. For links, you can also enter a description which becomes the blue clickable link. If you leave the description blank, the URL is the link.

Use this icon to view the source HTML of the email for further customization.
SmartVault also has default placeholders available that can be used to link to SmartVault locations and tools.

Email Body

The email body contains the main text of the email, and a set of placeholders.


Placeholders appear with a percent (%) sign before and after their name. Here’s a list of available placeholders:

Placeholder Name Description
%SUBJECTTEXT% This placeholder is used in the Subject Line section and contains what you are sharing with the user such as a vault or an account.
%BEGINITEM% and %ENDITEM% These placeholder wrap content and create a new line.
%FROMNAME% This placeholder populates the name of the user who is sending the message.
%TEXT% This placeholder contains a contextual message about what you share with the user. For example, when sharing a vault, the message stored in %TEXT% is "the vault 'Byrne, David' with you." where "Byrne, David" is the vault name.
%MESSAGE% This placeholder is used only when the template is generated using the Send Link feature.
%TEXT2% This placeholder is another contextual message about what you share with the user. For example, when sharing a vault, the message stored in %TEXT2% is " the vault 'Byrne, David'." where "Byrne, David" is the vault name.
%URL% This placeholder generates a link to the vault or folder you are sharing with the user.


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