Write your first message
Open Letters & Emails → Messages and click New message.
Step 1 — fill in the basics
| Field | Tip |
|---|---|
| Name | What you'll see in lists later — Leave approved email |
| Code | Auto-suggested slug — keep it unless you have a reason |
| Category | Pick the closest type (Notification / Letter / …) |
| Source table | Optional — pick the table this message is about |
If you bind a source table (e.g. Leave Applications), you instantly get access to that table's columns as variables in the body.
Step 2 — write the body
Switch to the Body tab. Two writing modes:
- Markdown (default) — plain text with simple formatting, easy to edit.
- Source — full HTML, for when you need a custom letter layout.
Stay in Markdown unless you need a print-perfect letter. It's faster and harder to break.
Add a heading and a paragraph
# Leave Approved
Dear {{ staff.full_name }},
Your leave application from {{ leave.start_date }} to
{{ leave.end_date }} has been approved.
The {{ ... }} parts are variables — see the next article.
Step 3 — pick recipients
Switch to Settings. Set:
- Recipients — who gets this. A field on the source record (e.g.
staff.email), a fixed user, or an assignment rule. - Reply-to — who replies go to.
- CC / BCC — keep these empty unless you really need them.
Step 4 — preview
Click Preview to see how the message looks with sample data. Check:
- The variables resolve to real-looking values (not
{{ … }}text showing through). - The wording flows naturally.
- The letter / email layout looks right.
Step 5 — publish
Click Publish. The message moves from draft to active and can
now be referenced from rules and workflows.
Where to next
- Variables — what they are and how to use them.
- Common mistakes.