The Email Templates tab lets administrators customize the content of every automated email sent by the platform to requesters and staff. Each template can be individually enabled or disabled, and each has its own subject line, body, and available variables.
Template list
The left panel lists all available email templates. Each template shows an Edit button, an Enabled toggle, and an info icon. Click a template to open its editor on the right.
Confirmed templates and when they are sent:
Verification Code — sent to a requester when they submit a request, containing the 6-digit code to verify their email address.
Request Confirmation — sent to a requester after they successfully verify their email and their request is submitted.
Account Activation — sent to a new agency staff member when their account is created.
One-Time Password — sent to agency staff for passwordless sign-in.
Password Reset — sent to agency staff when they request a password reset.
Team Invitation — sent when an admin invites a new staff member via Settings: Members.
Request Accepted — sent to a requester when the agency accepts their request and begins searching for responsive records.
Request Declined — sent to a requester when the agency declines their request.
Documents Released — sent to a requester when the agency releases documents.
Additional Documents — sent to a requester when additional documents are released on an existing request.
Editing a template
Click Edit on any template to open it in the editor.
Update the Subject line if needed.
Edit the Body using the rich text editor. Switch to Source mode to edit the raw HTML directly.
Use the Available variables chips to insert dynamic values into the subject or body. Variables are shown as
{variable_name}and are replaced with real values when the email is sent.Check the Preview panel to see how the email will look before saving.
Enabling and disabling templates
Use the Enabled toggle on each template to turn it on or off. Disabled templates will not be sent when their trigger event occurs.