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Managing Email Folders

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Managing Email Folders

The TargetX Email tool uses Salesforce Classic Email Template Folders to help you organize your content. Standard folders are provided by default (like the Broadcast Email Templates folder or Event Email Templates folder), and you can create custom folders to support your needs. For details on Campaign Folder Management, see Managing Campaign Folders.

Accessing Email Template FoldersEdit section

  1. Navigate to Setup and search for Classic Email Templates.
  2. Once you access the page, you'll see a dropdown of your existing folders and the option to create a new folder.

Best practices for Folder management

  • The Broadcast Email Template folder is delivered with TargetX, but you don't have to store templates there to use them in our Email tool.
  • Adopt standard naming conventions for your folders that are shared organization-wide, so it's clear what function or business need your folders serve.
  • Leverage Salesforce Groups to segment access to your folders. This ensures that users won't see or modify the content they shouldn't. For guidance and best practices in creating groups, see the Salesforce Help & Training article What is a Group?
  • The TargetX Integration or TargetX Admin Service User must have access to all folders for your emails to be sent and delivered.

Managing Campaign Folders

  1. Navigate to the Campaign Builder tab.
    • The Campaign list defaults to All Folders.
  2. Click the dropdown list to select a different folder:

Campaign folder drop down

  1. Available folders will display along with the option to Manage Folders:

Campaign folder option to Manage folders

  • Manage Folders allows users to edit or delete Campaign folders and view the number of items in the folder and who/when created the folder.
    • Users can also create new Campaign folders by selecting the +.

Folder Manager screen

Note: Email Campaign Folders should NOT be used with Salesforce Native campaigns as they will not display correctly. Email Campaign folders should only be used within the Campaign Builder.


For additional information, see Email Campaign Folders FAQ, Restricting user access to Email Campaign Folders.

Restricting user access to Email Campaign Folders

Note: Users restricted by Sharing Rules will only see the folders they can access in the Folder Manager. Users without EDIT access to folders can still navigate to the Folder Manager but won't be able to edit or delete folders and will receive an error that 'something went wrong' if they attempt to make an edit.

Before you begin: 

  • Any Email users MUST be a Marketing User and have Email permissions assigned as outlined in Permission Viewer.
  1. Navigate to Setup and search for Sharing Settings.
    • If needed, select Open this page in Salesforce Classic.
  2. In the Manage Sharing Settings for field, select Folder.
  3. In the Organization-Wide Defaults section, set the following:
    • Default Internal Access = Private
    • Default External Access = Private
  4. Save your changes.
  5. In the Folder Sharing Rules section, select New.
  6. Enter the following:
    • Label =Email Campaign Folder sharing
    • Description =Email Campaign Folder sharing 
    • Rule Type =Based on criteria
    • Records to be shared:
      1. Field=Folder Name
      2. Operator =contains
      3. Value = Enter a Value that matches your naming conventions, such as 'Graduate' or 'GRAD'
    • Users to Share with = Role and select the appropriate Role from the picklist.
    • Level of Access = Read/Write
  7. Save your changes.

Note: Email Campaign Folders should NOT be used with Salesforce Native campaigns as they will not display correctly. Email Campaign folders should only be used within the Campaign Builder.

Creating New Email Template Folders

  1. Navigate to Setup and search for Classic Email Templates.
  2. Click Create New Folder.
  3. Configure the Folder Label, Name, and Access settings.
  4. Click Save.

For information on TargetX Builder folder management, see Managing Email Folders and Managing Email Template Folders.

Managing Email Template Folders

  1. Navigate to the Campaign Builder tab.
  2. Select Templates in the bottom navigation bar.
    • The Template list defaults to All Folders.
  3. Click the dropdown list to select a different folder:

Email Template picklist

  1. Available folders will display along with the option to Manage Folders:

manage template folders option

  • Manage Folders takes the user to the Classic Email Templates window.
    • Users can edit or delete Email Template folders and view Description, Author, and Last Modified Date.
    • Users can create new Folders by clicking the Create New Folder link.
  • To move an existing Email Template to a different folder:
    • (1) Click on the image.png next to your Email Template.
    • (2) Click Move to Folder
    • (3) Select the destination folder or Manage Folders to create a New folder.

Steps to move template to another folder

Notes:

  • Templates saved in "My Personal Email Templates" will display as "Unfiled" in the template list view in Xbuilder.
  • Templates saved in "My Personal Email Templates" are not included in the record count on the templates list view in the Xbuilder.
  • Templates saved in "My Personal Email Templates" are visible to the user who created them and all admin.