TalleFlow Help Center | System Emails

System Emails

Vaasu Guduguntla

Last Update 2 dagen geleden

System Emails let you customize the email message your contact receives when you send them a document file.

Instead of relying only on the default email wording, you can create your own reusable templates for different document types and choose how those templates are used when sharing files.

Where to Find It

Go to: Business Settings → Preferences → Client Experience → System Email Templates

From here, you can create and manage your templates.

What System Emails are for

System Emails control the message that goes out when you send a document file to a contact.

✨ Refreshed system email look

TalleFlow system emails — reminders, signatures, payments, scheduler notices, and account messages — now use the current brand colors and calmer copy.

Lime call-to-action buttons with dark text for readability
Updated wordmark in the email header
Clearer payment receipts – upcoming installments are easier to read; duplicate due dates were removed
Quieter notices – security and account notes use simple sentence case without stacked warnings

You do not need to change anything in settings — the new look applies the next time TalleFlow sends a system email.

This is useful when you want your document emails to feel more polished,more branded, or more tailored to the type of file you're sending.

For example, you may want different email wording for:

contracts
invoices
brochures
proposals
other document types

What you can do in System Emails

From the System Emails page, you can:

view your saved templates
create a new template
edit an existing template
delete a template
set a template as the default for a document type

Each saved template is shown in a list, along with its assigned document type.

Creating a System Email template

To create a new template, click Create Template

When creating a template, you'll set up the following:

Template Name

This is the internal name of the template. It helps you recognize the template later when choosing it from the list.
Example:

Contract Share – Friendly
Invoice Reminder – Simple
Proposal Delivery – Warm

Document Type

Choose which document type the template belongs to. This is important because templates are tied to specific file types.

For example, you might create one template for contracts and another for invoices.

Subject Line

Add the subject line for the email. This supports Smart Tags, so you can personalize the subject using dynamic information.

Email Body

Write the email message that will be sent with the document. The editor lets you format the message and customize how it appears.

Inside the editor, you can also:

use Smart Tags
Insert Signature
use the built-in View Document button block

The View Document block acts as a placeholder. When the email is actually sent, the system generates the real document button automatically.

Using Smart Tags

System Emails support Smart Tags.

Smart Tags let you pull in dynamic details so the email feels more personal and relevant.

For example, you can use Smart Tags in places like:

the subject line
the email body

This is helpful when you want one template to work across many sends without needing to rewrite the message every time.

Inserting your signature

You can also insert your business signature into the email. This helps keep document emails consistent with the rest of your communication and saves you from manually adding a signature each time.

Setting a default template

When creating or editing a template, you can choose to set it as the default for that document type. This means that template becomes the standard email used when sending that type of document.

Important to know: Only one default template can be set per document type at a time. So if you set a new default for a document type, it replaces the previous default for that same type.

A simple way to think about it:

one document type
one default system email template

Using System Emails when sending a document

When you're in the document sharing flow, you can decide how the outgoing email should be handled. You are not locked into one option.

Available options when sending

Default Email

Use the standard default email for that document type. This is the quickest option and works well when you already have a default template set.

Use Template

Choose one of your saved templates for that send. This is helpful when you want to use a different saved email without changing the default.

Write Custom

Write a one-off custom email for that specific send. This uses the sameeditor as the template builder, so you still have access to:

Smart Tags
Insert Signature
the same writing tools

This is useful when the situation calls for a more personal message, but you do not want to create or change a saved template.

When to use each option

Use a default template when:

you usually send the same kind of message for that document type
you want the fastest sending experience
you want consistency across your team

Use a saved template when:

you want a reusable variation
you send different styles of emails for the same document type
you want flexibility without rewriting from scratch

Write a custom email when:

the message needs to be more personal
this send is unique
you do not want to save the message as a template

Why System Emails matter

System Emails help you make document sharing feel more intentional.

Instead of sending the same generic wording every time, you can shape the message around:

the type of file
your brand voice
the relationship with the client
the moment in the workflow

This creates a more polished experience for the person receiving the document.

Best practices

Create one strong default per document type

Start with one clear, polished default template for each document type you send often.

Use template names that are easy to recognize

Template names should be simple and practical so it is easy to choose the right one later.

Use Smart Tags where they actually help

A few well-placed Smart Tags usually feel better than overloading the message with too much dynamic text.

Keep one-off emails one-off

If a message is only useful once, use Write Custom instead of cluttering your saved templates.

Review your defaults regularly

If your brand voice changes or your workflow changes, update your default templates so they still match how you want to communicate.

A simple way to think about it

System Emails give you control over the message that goes out with your documents.

You can:

create reusable templates
set a default for each document type
or customize the email on the fly when sending

That makes document sharing more flexible, more branded, and more polished.

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