Template Versioning

You can have multiple versions of a template for any reason. You might want to have different versions with more content elements than other versions. Or you may want different versions based on the time of the year. The choice is yours.

The first time you save an email template, it is assigned a version of Draft.

Once you promote an email template to In Review status, it is assigned version 1, and it retains that version number when promoted to Approved status.

If the template is rejected, the version goes back to Draft. When you make changes to the template and promote it to In Review again, the version is re-established at version 1.

You can view the template version at the top of the page when you open your template.

Create a New Version of an Existing Template

 While multiple versions of a template can exist, only one version can be active at any time- specifically, the latest approved version with the highest version number.

• Navigate to the Templates Library.

• The Templates list view displays all templates with current versions (e.g., V1, V2).

• Identify the template you want to version.

• Click the ellipsis menu (⋮) at the end of the template row.

• From the ellipsis menu, select Preview

• The current version of the template opens in preview mode.

• In the preview screen, navigate to the Actions menu.

• Click Create Draft.

• A new draft version is created.

• This draft is a copy of the currently selected version.

• Make the necessary edits in the newly created draft

• Once updates are complete, Submit Draft for review.

 While the template is in Draft, it does not yet increment the version number. Version increment happens when in review.

• The system automatically increments the version as soon as the template status changes to In Review.

• Status reflects In Review (or later stages like Approved).

Manage Template Versions: Reject and Submit Workflow

This guide explains how template versions behave when you reject a version and submit a draft, based on the number of existing versions.

Scenario 1: Template Has Only Version 1

When you reject Version 1:

• The template moves to Draft status.

• When you submit the draft:

• It is created again as Version 1.

The template continues to have only Version 1 (no additional versions are created).

Scenario 2: Template Has Version 1 and Version 2

Case A: Reject Version 1

• Template has Version 1 and Version 2.

• Reject Version 1

• The template moves to Draft.

• The template now contains:

  • Version 2 (existing)

  • Draft

• Submit Draft

  • A new version is created as Version 3.

• In the final state the template contains:

  • Version 2

  • Version 3

Case B: Reject Version 2

• Template has Version 1 and Version 2.

• Reject Version 2

• The template moves to Draft.

• The template now contains:

  • Version 1 (existing)

  • Draft

• Submit Draft

• A new version is created as Version 2.

• In the final state the template contains:

  • Version 1

  • Version 2

•  Rejecting a version always moves the template to Draft.

• Submitting a draft creates a new version based on the latest available version number.

• When multiple versions exist, the system:

  • Retains the highest existing version.

  • Assigns the next version number when submitting a draft.