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Administrator Guide
Last Updated: 2026-04-03
Create Email Templates

Create Email Templates

Security:
Set Up: System
 domain in the System functional area.
Email templates enable you to define the branding elements, layout, and content to include in various email notifications generated by Workday when required by a business process. Example: Alert notifications and Workday password resets.
The entire email, including content, headers, and attachments, can be a maximum of 30 MB.
  1. Access the
    Create Email Template
     task.
  2. Define the purpose of the email template by selecting an
    Email Template Behavior
    .
  3. Add rows for each piece of content to include in the email template.
  4. As you complete the task, consider:
    Option Description
    Static Content
    Static content options are identical for all email template behaviors.
    Static Email Content
    • Lists all of the defined static content elements (text, hyperlinks, and images) currently available in Workday.
    Static Email Text
    • Static content that is text only.
    Static Email URL
    • URLs that display in email templates as links to the web.
    Static Embedded Email Image
    • Imported images on the email template.
      If the image filename contains a trademark symbol, Workday doesn't deliver the email.
    • The image size is included in the overall email size limit of 30 MB. Workday suggests keeping the image size to 1 MB or less.
    Static External Email Image
    • Images from a link to an external source (such as the web).
    Dynamic Content
    Select from the dynamic content elements available for the email template behavior you selected.
When Workday uses an email template, it constructs the message from the specified elements in order and supplies:
  • Static elements as is.
  • The value of dynamic items at the time the email sends.
Access the
Test Email Template
 task to test your email template layout with sample values by sending it to a testing email address.
If the email body is empty when the email arrives, there probably isn't an active:
  • Template for the particular use.
  • Default template.
Either activate or create a template for this use, or activate the default template. Use the
Maintain Email Templates
 task to activate a template or set a template as the default. You should have a Workday-delivered template that works for most uses.