How do I edit communication emails?

How to create and manage secure message templates?

Email templates allow you to personalize the messages your recipients receive when sending securely with Secure Exchanges. You can tailor the text to your organization while maintaining the email's structure and functionality.

Prerequisites

  • You must be an administrator of the company account or have the right to manage it.
  • These templates only apply when the entire message is secured. If you only protect the attachments, these emails are not used.

Step 1: Access email template management

  1. Log in to the Secure Exchanges online portal. If you need help, see Log in to the Secure Exchanges online portal.
  2. In the left-hand menu, under the Organization section, click on Email Templates.

Step 2: Choose the template to customize

Three models can be modified:

  • The standard security email. It accompanies the sending of a complete secure message.
  • The email requesting a signature. It invites your recipient to sign a document.
  • The email confirming the signature is complete. It invites your recipients to download the final version of the signed document.

Step 3: Understanding customizable elements

For each of these models, four text elements can be adapted:

  • the introductory text;
  • the text of the main content;
  • the button text;
  • the text in the footer.
Note: The logo cannot be changed here. It is inserted from the Company Management section.

If you wish to view the customizable elements without the default texts, uncheck the box provided for this purpose.

Attention: If you do not modify one of these variables, the default Secure Exchanges text will be used automatically. Therefore, a field left blank will not appear empty in the sent email.

Step 4: Edit a text

The example below focuses on the introductory text, but the procedure is identical for the main content, the button, and the footer.

  1. Select Introductory text.
  2. Click on Edit text.
  3. Enter the new text.
  4. Click OK.
  5. Click Save template for your changes to be applied.

Best practices

You can add text and links to your templates.

However, we recommend keeping the templates simple and not adding images. This makes the email larger and could reduce the open rate.

Also consider your recipient: in many cases, they are receiving a secure email for the first time. An introductory message that clearly states who you are and why the message is protected increases the likelihood that they will open the document without hesitation.

Troubleshooting

I edited some text, but the email I received still displays the old version. Please check that you clicked Save template after confirming with OK.

My recipient did not receive the personalized email. If you only secured the attachments rather than the entire message, the templates do not apply.

Where do you change the logo displayed in emails? In the Company Management section, not in the email templates.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com