Why Email Types Matter in Your 17hats Workflows
- Nicole
- 6 hours ago
- 3 min read
Are your 17hats email templates disappearing when it's time to connect them in your workflow? This is one of the most common things to trip people up in 17hats... but it has a simple fix. Setting the right email type when you build your templates is the difference between a workflow that runs smoothly and one that leaves you scrambling mid-send.
In this post you'll learn why 17hats email types exist, how they connect to your workflows and exactly what happens when you skip this step.
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What Are Email Types in 17hats?
In 17hats, not all email templates are created equal. When you create a new email template, you have options at the top right of the screen: regular email, quote email, contract email, invoice email, and more. Each type is tied to a specific document or workflow step. A regular email is simply one that is not attached to any document.
Why Does This Matter for Your Workflows?
This is where people get tripped up. Let's say you've built a beautiful invoice email template. You've got the wording just right... you save it, you move on. But when you go to actually send an invoice and look for that template? It won't appear.
The reason is that 17hats filters available templates based on type. If your template is saved as a "regular email," it won't show up in the invoice send flow. It needs to be saved specifically as an "invoice email" type for 17hats to make it available at the right moment.
This totally makes sense once you see it... but before you know it, it can feel like your templates are just vanishing. You're not doing anything wrong; this is just how the system is designed to keep things organized.
The Bonus: Type-Specific Tokens
Here's something that makes setting the right email type even more worthwhile: each type unlocks its own set of tokens. When you select "invoice email," a whole set of invoice-specific tokens becomes available to you; both in the email body and the subject line. Switch it to "contract email" and you'll see contract-specific tokens instead.
These tokens let you personalize your automated emails in a way that's specific to the document being sent. They pull in details like invoice totals, due dates and client-specific information without you having to type a single thing manually.
Automation can still be personal... and this is exactly how.
How to Set Your Email Type Correctly
Here's how to make sure your templates are always available when and where you need them:
Go to your email templates in 17hats.
When creating or editing a template, look at the top right for the email type selector.
Choose the type that matches the document it will be sent with (invoice, quote, contract, etc.).
Save your template.
Next time you go to send that document, your template will be right there waiting for you.
Build Workflows That Actually Work
This is one of those foundational settings that makes everything downstream easier. When your templates are set up correctly, your workflows can be built the way you want; your tokens pull in the right data; and your client experience feels polished and professional without any extra manual effort.
If you're building or cleaning up your 17hats system, this is a great place to start.
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