Communication templates help your team create consistent messaging for emails, SMS messages, forms, and PDF prints. In Aptly, templates can be created and managed from multiple areas of the platform, but the primary location is the Template Library.
Accessing the Template Library
To access your communication templates:
From the left navigation menu, click Template Library
Depending on your Aptly subscription, your template creation options may vary:
- Essential subscribers can create templates from scratch
- Premium subscribers can also use AI-assisted template generation
Understanding the Template Library Layout
When you open the Template Library, you’ll see:
- A list of folders used to organize templates
- The templates contained within each folder
- Template details and editing options when selecting an individual template
If you’ve installed one of Aptly’s best-practice gallery or template boards, you may already see prebuilt folders and templates available for use.
Managing Template Folders
Folders help organize templates by workflow, board, or communication type.
To manage folders:
- Click the cogwheel icon at the top of the folder list
- From here, you can:
- Rearrange folders
- Rename folders
- Change folder colors
- Make folders private
To create a new folder:
- Scroll to the bottom of the folder management window
- Click Add Folder
- Enter a folder name
- Select a color
- Save your changes
Your new folder will now appear in the Template Library.
Bulk Actions in the Template List
You can update several templates at one time using Bulk Actions. Simply select all templates that you wish to update. The bulk actions menu will appear.
You can:
- Select All
- Move to collection (folder)
- Assign to a Board
- Delete
- Add Topics
Reviewing an Individual Template
When you open a template, you’ll see several configuration options and details.
Template Details
At the top of the template:
- The template name is displayed
- Template details are hidden by default
To expand additional information, click Show Template Details.
Here you can view:
- Folder location
- Related board
- Internal description
- Created date
- Last updated date
- Usage count
The description field is intended for internal team reference so users understand when the template should be used.
Template Types
Aptly supports several template types:
- SMS
- Form
- PDF Print
Important Notes
- Forms should typically be managed from the board where they are used
- SMS templates support rich text only and do not support HTML
- Email and PDF templates can use either rich text or HTML formatting
Template Formats
Within supported template types, you can choose between:
- Text
- HTML
Text Templates
If you select Text, you’ll edit your template directly in the rich text editor.
Subject Line
For email templates, the Subject field controls what recipients see in their inbox.
You can insert merge fields into the subject line.
Content Area
The main content section supports rich text formatting, including:
- Bold
- Italics
- Lists
- Links
- Formatting styles
You’ll also see available merge fields along the side panel that can be inserted into your template.
AI Template Generation (Premium Only)
Premium subscribers can use the built-in AI assistant to help generate template content.
This can help quickly create:
- Email drafts
- SMS messages
- Follow-up communications
- Workflow-specific messaging
Attachments
Templates can also include attachments.
To add attachments:
- Open the template
- Click Attachments
- Scroll to the attachments section
- Upload or manage files
Attachments added here will automatically be included when the template is used.
Additional Template Actions
At the top of an individual template, you’ll also find options to:
- Clone a template to duplicate it
- Delete a template you no longer need
Cloning is useful when creating variations of existing templates without starting from scratch.
Saving Changes
After making updates to any template, be sure to click Save to preserve your changes.
Summary
The Template Library is the central location for organizing, reviewing, and managing communication templates in Aptly. From here, your team can:
- Create new templates
- Organize templates into folders
- Manage email, SMS, form, and PDF templates
- Use merge fields and attachments
- Clone or delete templates
- Leverage AI-assisted content generation (Premium plans)
Understanding how to navigate the Template Library helps ensure your team can efficiently manage communication workflows across Aptly.