Send templates & drafts

What lives in a send template

You need Owner or Member role to build one. A send template holds four parts:

• Name: internal label so you can pick it from the dropdown at share time (Initial client review, Send for signature, Status update).
• Subject pattern: a tokenized subject. Two token shapes: {id} for the case identifier and {case.<field_id>} for any non-batch template field (e.g. {case.vendor_name}). The editor's token picker lists every token from the workspace's templates. A text field with a Format applied also exposes a {case.<field_id>__original} token (picker chip reads …(original)) inserting the pre-format value.
• Body: the draft's message text, same tokens. Paragraphs containing case tokens repeat per case in a multi-case share; paragraphs without case tokens render once at the top.
• Source rules: per-source-category rules {kind, categoryId?, mode}. Source Type is Case Files (files on the case) or User Attachments (files you add at share time). Mode is Send files (inlined as a MIME attachment) or Send link (adds a Name: URL line to the body). Rules pre-select what attaches; you can still toggle per-source at share time. Rules apply at the category level, not per-file: if a case has two permit files and the rule says attach, both go in.

Not on the template: visible categories (per-collaborator on the case's Clients panel) and exposed forms (per-collaborator Manage forms menu). Recipients can be inline or saved as default To/Cc lists.

Renaming files & reusing setups

Each source rule has a Rename to field. Tokens {case.identifier}, {case.<field name>}, {file.category} (the file's category name), and {file.original} (the original filename) build a consistent recipient-facing filename (empty = original name). You can also rename inline: click any attachment's name in the composer; the edit carries to the next case in a one-by-one batch.

When you reopen the composer, the picker shows "Last used" at top, pre-filling your last subject, body, and inline renames: ideal for batch sends. Re-click a template any time to reset to saved values. When in-flight subject or body differs, a "Save changes to <template>" button makes the tweak permanent.

Composing the draft

Sharing creates a real Gmail draft in your own mailbox (there's no "send as the workspace owner" option, drafts always land in the signed-in user's mailbox). You need your Gmail connected (the Gmail toggle in Settings → Account, one-time OAuth, same connection as inbound automations) and the compose capability (Owners always have it; workers/clients are granted per-account at Settings → Account → Team → Compose Emails).

The app composes a {to, cc, subject, body, attachments} payload and hits Gmail's draft endpoint (users/me/drafts), never the send endpoint. A new tab opens Gmail's compose view pre-filled; you click Send. The product composes; it never sends. Human review is cheap insurance against wrong recipients or attachments. Direct send may become opt-in after production testing.

Troubleshooting

• No Open Gmail Draft button, footer says "Ask your workspace admin to enable Compose Emails for your account.": you lack the capability. You can read the composer and see what the draft would contain but not dispatch it; ask your admin to flip the toggle at Settings → Account → Team for your member row.
• Footer says "Connect your Gmail to compose": you have permission but no Gmail. Click it for the one-time OAuth; the button then replaces the CTA.
• Size error on composing: Gmail caps attachments at 25 MB total per draft. Switch some attachments to Link mode (Name: URL lines) or remove a file.
• Lost the draft: it sits in your Gmail Drafts folder; reopen, edit, and send from Gmail's sidebar even after closing the tab.

Related

• Per-case collaborators
• How notifications work
• The collaborator portal