Why the workflow template dropdown is empty, the Campaign Type switch that fixes it, and the action that emails you instead of the client.
You build a workflow, you go to pick the email, and the dropdown is empty — even though you have dozens of templates. This guide explains why that happens, and the one switch that fixes it.
There is no separate “workflow template”. There is one Campaign Template List, and the menu simply offers it from more than one place: Campaign Management → Email Campaigns → Templates (Email), and Workflow Management → Workflow Automation → Templates (Email). Same list, two doors.
What differs is the filter. Open it from Workflow Management and the Campaign Type dropdown is already set to Workflow Automation, so you might see “Showing 1 to 1 of 1 entries (filtered from 63 total entries)”. Sixty-three templates exist. One is flagged for workflows.
Every template carries three flags, at the bottom of the template form:
They are independent, so one template can serve all three. And a new template starts with only Database (Emails Tab) switched on, which is exactly why a template you just wrote does not appear in a workflow.
Go back to your workflow, open the Workflow Email Template list, and it is there.
Each Send Email Template step picks its own Signature, separately from the template’s default. That is useful when the same words should go out with a fuller disclosure in one workflow and a plain sign-off in another. A signature can also carry a BCC, which is a quiet way to keep a copy of what went out.
Worth knowing while you are in here, because it is easy to miss. The Email User/Other action does not email the client. It emails you.
Pick the user, or choose Email User (Enter Email) and type any address. Add a short Email Message and a signature. Put it at the end of a sequence and you receive a Note when a workflow finishes, which is a light way to keep an eye on something that otherwise runs entirely without you.
Because it is a step like any other, remember to give it the Order number you actually want — a completion notice numbered 1 will fire near the beginning.
The dropdown is still empty. Check both switches on the template: Workflow Automation on, and Active on. The list requires both.
I can see it in Campaigns but not in the workflow. That is the Email Campaign flag being on and the Workflow Automation flag being off. Turn on the second one; you do not have to turn off the first.
I edited the template but the workflow still sent the old wording. The workflow stores which template to use, not a copy of the words, so edits apply to future sends. Anything already sent is already sent.
I cannot find the template list from Workflow Management. It is Workflow Automation → Templates (Email) → Template List. The Campaign Management route reaches the same page.
Flag deliberately, not by default. Switching all three on for everything makes every dropdown long and every choice slower.
Name workflow templates so the sequence reads. “Thank you for meeting (yesterday) — new client” tells you when it is meant to go, not just what it says.
Write for a delay. A workflow email arrives days after the thing that prompted it, so “just now” and “this morning” will be wrong by the time it lands.
You build the workflow, you go to pick the email, and the list is empty. Here is why. Your email templates are one library. Not one per feature. This is that same library, filtered. Sixty three templates, and one of them is flagged for Workflow Automation.
So a workflow can only offer you the ones you have flagged for it.
Add Template. A name, a subject, the body, and a default signature. Now the part everybody misses. At the bottom, Campaign Type. Three switches. Database Emails Tab. Email Campaign. And Workflow Automation.
A new template only has the first one on. Switch on Workflow Automation, and leave it Active.
Go back to your workflow, open the template list, and there it is. You can flag one template for all three. The same words can go out from a Campaign, from a workflow, or from somebody’s Emails tab.
And one last action worth knowing about. Email User slash Other does not email the Client. It emails you. Your own address, and a short message, so you hear about it when a workflow finishes.
Which is a quiet way to keep an eye on something that runs without you.
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