On this page
The usual route: straight from a real message
Nobody writes form letters up front — you write them once inside a real process. So a template is created where the text already lives: in a task of type “Message”.
- 1In the template editor, open the task and its “Message” section.
- 2Write subject and body as usual, including any inserted fields.
- 3Click “Save as template” at the top and give the template a name.
- 4The template is then available across the whole organization.
Applying a template
Every message task has a “Template” row at the very top. Picking one fills in subject and body. If something was already there, Bricksta asks first — nothing is overwritten without your confirmation.
Applying makes a copy, not a link. Changing the template later leaves running processes untouched — otherwise a wording fix would silently rewrite every flow already using the text.
Fields inside a template
Inserted fields such as {{Customer name}} survive the move between processes: the library remembers the field's name and binds it to the matching field of whichever process you are in when you apply it.
If a field does not exist in the target process — or two fields there share the same name — Bricksta tells you which name was left open. The placeholder then stays as readable text so you can replace it or create the field. Ignore the notice and the message will later go out with that spot unfilled.
The same applies to the “Open offers” placeholder: it only binds in a process whose template creates a case per card (“Cases per row”). Apply it anywhere else and Bricksta reports it as an open name, and the message is not sent.
The management page
Under Templates → Message library the left side lists every template with a preview of its subject, the right side shows the content of the selected one. The plus button creates a new one, the search field finds an existing one. This page is meant for tidying up; templates are normally created from inside a task.
Subject, body, name and description save by themselves — as soon as you leave the field or press Enter. A brief “saved” appears at the field so you never have to guess whether it went through.
You can insert fields here too, via “Insert field”; they appear as a highlighted token just like in a task. Use “Writing for” to pick the process you have in mind — the picker then offers only ITS fields, so you cannot reach for a name that does not exist there, and the missing-field notice checks against that same process. This is a writing aid, not an assignment: the template stays usable everywhere, and the field is bound when the template is applied. Fields are deliberately not managed here — a field always belongs to a task inside a process.
With no process picked, the picker offers the fields of the processes YOU are allowed to see. If a template is hidden from you, its field names do not show up here — they would otherwise reveal what that process collects. A message that already names such a field stays valid: the placeholder remains in the text, is bound as usual when the template is applied, and is not reported as a missing field. Colleagues with full visibility see the picker unchanged.
A deactivated template disappears from the picker in the editor but stays visible here. Tasks that already took over its text keep it in any case — even after deletion.
Templates apply to the Bricksta Mail and Microsoft Outlook channels. On Teams the feed shows only the subject plus a link to the case anyway. Calendar invitations have no template row.
Who may maintain templates is decided by the “Manage templates” permission — the same one that makes the menu entry visible. It also governs applying one: a template is applied to a task inside the process editor, and only holders of that permission can open it. Everyone working on the case sees the resulting message.
Templates in several languages
If your organization uses additional content languages, the language picker sits at the top right of the page — the same one as on categories, process types and the task library. Pick a target language and the template shows subject and message in that language, with the original greyed out above. Insert fields in the translation via “Insert field” as coloured tokens, just like in the original. Name and description get their translation in the line below.
If a translation is missing a field the original contains, Bricksta names it right below the field. It is saved anyway. In normal mode, a line at the top tells you how many texts are still missing or outdated in which language.
When you apply a template to a task, all translations come along — and “Save as template” stores them in the library the other way round. Every message is sent in the recipient's language; if there is no reviewed translation, the base language goes out.
Reminder email from a case
| Question | What applies |
|---|---|
| To whom? | Only participants of this case, meaning its contacts and portal participants. You can’t type in a free address. |
| Which attachments? | Only files from this case. |
| How often? | At most one reminder per case each day. |
| Who may send? | Anyone with the “Share case” permission in the case, the same permission used to add a contact. |
| Field can’t be filled? | The preview names the field and the email doesn’t go out. |