--- id: CON-PFM-NOT-004 name: Association E-mail Template feature: FEAT-PFM-NOT-07 product_area: platform module: notifications revision: 1 status: draft product_intent: proposed implementation_evidence: observed source_sha: services-platform: ad3f6a6582843008ed0f5a17b131878d15829af1 react-console: baf6dae382d6f41dce976c7f848667ccc37e076f definition: >- Association-authored workflow e-mail content whose editable drafts publish immutable versions and may belong to the record that configures the workflow. owned_by: MOD-PFM-NOT synonyms: - e-mail template - notice template not_to_be_confused_with: - 'A notification definition’s templates, which the product writes' - 'Starter text, which a purpose suggests but never sends' facets: - name: Workflow purpose meaning: >- A purpose declares the e-mail contract, available records and whether rendering belongs to Platform, the caller or a Marketing version. used_for: Determine whether association-authored templates apply. - name: Editable content meaning: >- Drafts hold subject, HTML, plain text, display name, reply-to and copy destinations. used_for: Allow preparation without changing published sends. - name: Published snapshot meaning: >- A numbered immutable version retains the content hash and variable references. used_for: Reconstruct the content used for a message. - name: Record ownership meaning: >- An owning record, such as an organization type, resolves its template for a purpose. used_for: Keep composition associated with the workflow configuration. - name: Fixed copy recipients meaning: Templates allow up to ten CC and ten BCC addresses each. used_for: Apply recurring mailbox copies without bypassing recipient protection. - name: Publication validation meaning: >- Checks cover syntax, supported variables, includes, unsafe HTML and reply-to addressing. used_for: Prevent invalid drafts from becoming published content. - name: Author inspection meaning: >- Preview uses the sending renderer; test delivery marks mail and restricts its destination. used_for: Inspect representative rendering before workflow use. - name: Send readiness meaning: >- Evaluation reports whether a record or template can send and identifies blocking configuration. used_for: Warn before a request enters a blocked outcome. - name: Marketing-owned snapshot meaning: >- A Marketing message version owns immutable content outside ordinary staff template lists. used_for: Render the pinned Marketing version for its recipients. relationships: - to: CON-PFM-NOT-005 statement: Messages pin the published content resolved by their template owner. provenance: test source: >- services-platform:modules/communications/tests/integration/lifecycle/contact-role-compliance-communication.integration.spec.js#accepts the request with the owner’s published version pinned - to: CON-PFM-NOT-003 statement: >- Association template content and product notification content have different authorship. provenance: documented source: >- services-platform:docs/communications/architecture.md#22. Staff notifications: designed in the Platform Notifications architecture (2026-10-21) lifecycle: - state: draft only meaning: >- Editable content has no published snapshot, blocking template-required sending. how_it_changes: Creation or draft editing prepares unpublished content. - state: published meaning: >- A current immutable snapshot is available while the draft remains editable. how_it_changes: Publishing or a changed owner save creates the current version. - state: archived meaning: The template is inactive in normal discovery but retained for history. how_it_changes: Archiving or clearing the owner setting removes it from active use. acted_on_by: - CAP-PFM-NOT-016 - CAP-PFM-NOT-017 visible_to: - ACT-PFM-028 - ACT-PFM-030 evidence: - >- Pinned evidence inventory 1: services-platform:modules/communications/tests/integration/lifecycle/contact-role-compliance-communication.integration.spec.js; services-platform:docs/communications/architecture.md supersedes: [] intent_sources: - >- services-platform:docs/communications/architecture.md#2026-10-09 — Final acceptance --- # Association E-mail Template ## What It Is An association e-mail template gives a workflow its publishable content. Authors work on a draft while sending uses a stable published snapshot. The purpose defines the records and merge fields available to that content, so a template belongs to a particular communication contract rather than being unrestricted HTML pasted into a queue. Record ownership places composition near the workflow configuration that needs it. For example, an owning record can maintain its own active template without asking staff to locate an unrelated entry in a global template list. Publication still creates immutable content, allowing history to identify what each recipient's message used. ## What It Is Not A template is not a sent message, and a saved draft is not published content. Starter examples do not substitute for the association's publication. Caller-rendered purposes use caller content, while Marketing-owned versions follow their own immutable ownership contract rather than ordinary staff template editing. ## How It Is Used Authors save content, inspect validation findings and publish when it is ready. Preview runs the sending renderer without persistence or delivery. Marked test messages restrict the target to the author or a test mailbox. Record-owned saves preserve omitted fields and publish changed content, while ordinary draft updates use optimistic versions to prevent stale overwrites. ## Its Facets **Workflow purpose.** A purpose declares the e-mail contract, available records and whether rendering belongs to Platform, the caller or a Marketing version. Determine whether association-authored templates apply. **Editable content.** Drafts hold subject, HTML, plain text, display name, reply-to and copy destinations. Allow preparation without changing published sends. **Published snapshot.** A numbered immutable version retains the content hash and variable references. Reconstruct the content used for a message. **Record ownership.** An owning record, such as an organization type, resolves its template for a purpose. Keep composition associated with the workflow configuration. **Fixed copy recipients.** Templates allow up to ten CC and ten BCC addresses each. Apply recurring mailbox copies without bypassing recipient protection. **Publication validation.** Checks cover syntax, supported variables, includes, unsafe HTML and reply-to addressing. Prevent invalid drafts from becoming published content. **Author inspection.** Preview uses the sending renderer; test delivery marks mail and restricts its destination. Inspect representative rendering before workflow use. **Send readiness.** Evaluation reports whether a record or template can send and identifies blocking configuration. Warn before a request enters a blocked outcome. **Marketing-owned snapshot.** A Marketing message version owns immutable content outside ordinary staff template lists. Render the pinned Marketing version for its recipients. ## How It Relates A Platform-rendered communication pins the published version selected by its owner or explicit version. The version remains readable after archival. Notification wording belongs to the product's registered definitions, while association templates belong to workflow authors and their purpose contracts. ## What It Could Become The product should establish approval for the later ownership and caller-rendered contracts before design relies on them. Association screens should make unpublished and archived state understandable. A workflow should warn about missing publishable content before submitting mail that can only end as configuration blocked.