Customizing Email Templates in SmartVault

SmartVault's email templates offer flexibility and personalization for your business communications. Whether for download notifications or user activations, you can tailor these templates to fit your brand and messaging style.

Accessing and Editing Email Templates

To customize email templates: 

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


  3. Go to Account Settings > Manage Account, and click Email Templates.
  4. Select the template you wish to customize. 
  5. Use the editor to modify text, adjust formatting, and organize placeholders. Ensure that you click Save changes Save_changes_icon.png to finalize.

Navigating the Email Template Editor

The editor is simple, with a header toolbar for saving, reverting, or canceling changes and an editor toolbar for text formatting.

Header Toolbar

Located across the top of the editor, it features options to save, revert, or cancel your template edits.

Option Description

Save Changes

Click this icon to save your edits. Reviewing your changes before saving to ensure the template reflects your desired messaging and formatting is important.

Revert to Default

Use this option to revert the email template to its original SmartVault format. This option is helpful if you want to discard recent changes and start afresh.

Best Practice: Before making extensive changes, consider saving a copy of your current template as a .txt file on your computer. This gives you a backup you can refer to or revert to if needed.


Select this when you wish to exit the editor without saving any changes. This option is helpful if you've made edits that you decide not to keep. Clicking Cancel will discard all unsaved changes since your last save.

Editor Toolbar 

The Editor Toolbar offers formatting options such as font style, alignment, lists, etc. Here is the list of options:

Options Description

Text Formatting

Offers options to format your text with bold, italic, underline, or strikethrough effects, perfect for emphasizing key points in your email.

Subscript and Superscript

These options allow you to adjust the text to subscript or superscript, which is ideal for adding specific details like dates (e.g., February 25th).

Text Alignment

Align your text left, center, and right, or justify it to suit the layout and design of your email template.

Font Options

Customize your font style, size, and color, or reset to default formatting. To format SmartVault placeholders, highlight the entire placeholder, including the % signs, before applying your desired font settings.

List, Table, Quote, and Rule

Add structure to your email with bulleted or numbered lists, tables for organized data, quotes for emphasis, and horizontal rules for separation.

Hyperlink and Email Link

Embed hyperlinks or clickable email addresses directly into your template. Place your cursor where you want the link, and use the respective icon to insert a URL or email. You can add descriptive text for the URL, which will be displayed as a clickable blue link. Leave the description field blank defaults to display the URL as the link.

HTML Source View

For advanced customization, use this icon to view and edit the HTML source code of your email template. This option is ideal for users comfortable with HTML coding.

SmartVault Placeholders

SmartVault offers a range of default placeholders for your email templates. These placeholders link to specific SmartVault locations and tools, providing a seamless experience for your clients.

Subject Line and Email Body

Your email's subject line and body are crucial elements that determine how recipients perceive and interact with your communication. Here are some customization tips:

Subject Line

  • The subject line is the first thing your recipients see. It sets the tone for the email.
  • Use the %SUBJECTTEXT% placeholder to dynamically insert relevant content like the type of document shared (e.g., Tax Return, Financial Statement).
  • Be clear and concise. For example, "Your 2023 Tax Return Documents" is direct and informative.
  • Consider personalization. Adding the recipient's name can make the email more personal and engaging.

Email Body

  • The body of your email should provide clear and precise information about the content and purpose of the email.
  • Utilize placeholders like %FROMNAME%, %TEXT%, and %TEXT2% to automatically insert sender details, vault names, or specific messages relevant to the shared content.
  • Structure your email for readability. Use bullet points or short paragraphs to break down information into digestible pieces.
  • Encourage action. If you want recipients to review a document, be explicit about it. For instance, "Please review the attached financial statement for any discrepancies.".


Placeholders appear between % signs (e.g., %FROMNAME%). They dynamically insert relevant information (like the sender's name) into the email.

Key Placeholders in SmartVault Email Templates  

%URL% Generates a direct link to the shared vault or folder. It's crucial for guiding users to the correct location. To insert a URL:
  • Place your cursor where the URL should go in the template.
  • Click the 'Insert a link' icon.
  • Enter the URL and an optional description, which becomes the clickable text.

This placeholder is typically used with the Send Link feature and contains custom messages you might add.

Here's a list of available placeholders:  

%FROMNAME% This placeholder populates the name of the user who is sending the message.
%TEXT% and %TEXT2% These placeholders add contextual messages, automatically filling in details like vault names.
%SUBJECTTEXT% This placeholder in the Subject Line section contains what you share with the user, such as a vault or an account.

These placeholders wrap content and create a new line.

Best Practices and Troubleshooting

  • Always highlight the complete placeholders, including % signs, when formatting.
  • Test URL links to ensure they redirect correctly to the intended web page.
  • Regularly review and preview your templates to ensure accuracy and effectiveness
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