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Email Template Preview Saves Documentation

Menu Location: Settings > Content > Email Template Preview Saves

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

Email Template Preview Saves stores snapshot previews of email templates with actual customer data. This feature allows you to save and review how an email template looks with real customer information before sending it live, making it invaluable for testing and quality assurance.

Primary Functions:

  • Save preview versions of email templates with customer data
  • Review how emails look with actual order and customer information
  • Compare different template versions side-by-side
  • Share preview links with team for approval
  • Test email rendering across devices
  • Archive template versions for reference

Page Layout

Header Section

  • Page Title: "Email Template Preview Saves"
  • Search Bar: Find saved previews by name or date
  • "Clear Old Previews" Button: Delete previews older than 90 days

Main Table

  • Preview ID: Unique identifier
  • Template Name: Which email template was previewed
  • Customer Used: Which customer's data was used
  • Created Date: When preview was saved
  • Created By: Admin who saved preview
  • View: Link to see full preview
  • Delete: Remove preview

Creating Preview Saves

From Email Template Editor

Steps:

  1. Open Email Templates page
  2. Select template to preview
  3. Click "Preview with Customer Data" button
  4. Enter customer ID or search for customer
  5. System generates preview with that customer's actual data
  6. Click "Save Preview" button
  7. Enter descriptive name (e.g., "March 2026 - Welcome Email Test")
  8. Preview saved and listed on this page

Why Save Previews:

  • Get approval before sending
  • Document template changes over time
  • Test with different customer scenarios
  • Share with team members
  • Compare versions

Common Use Cases

Use Case 1: Get Approval for New Email Template

Goal: Get marketing director's approval before sending promotional email

Steps:

  1. Create new email template: "Spring Sale 2026"
  2. Click "Preview with Customer Data"
  3. Select typical customer with active subscription
  4. Review preview - check all details populate correctly
  5. Click "Save Preview"
  6. Name: "Spring Sale - Approval Draft - March 1"
  7. Copy preview URL and email to marketing director
  8. Get feedback and make adjustments

Result: Template approved before going live

Use Case 2: Test Template with Different Customer Scenarios

Goal: Ensure email works for all customer types

Steps:

  1. Open "Monthly Newsletter" template
  2. Preview with active customer - save as "Active Customer Preview"
  3. Preview with paused customer - save as "Paused Customer Preview"
  4. Preview with first-time customer - save as "New Customer Preview"
  5. Review all three previews
  6. Verify conditional content displays correctly for each
  7. Adjust template if needed

Result: Template tested with multiple customer scenarios

Use Case 3: Document Template Changes

Goal: Keep record of template evolution

Steps:

  1. Before editing template, save current version preview
  2. Name with version number: "Order Confirmation v3.2"
  3. Make changes to template
  4. Save new preview: "Order Confirmation v3.3"
  5. Compare previews side-by-side
  6. Keep archive of major template versions

Result: Historical record of template changes

Use Case 4: Mobile Rendering Test

Goal: Verify email looks good on mobile devices

Steps:

  1. Create preview of template
  2. Save preview and get URL
  3. Open preview URL on mobile phone
  4. Review formatting, images, buttons
  5. Take screenshots for reference
  6. Make adjustments if needed

Result: Mobile-optimized email template

Use Case 5: A/B Test Preparation

Goal: Create two template variations for split testing

Steps:

  1. Create Template A with one subject line
  2. Preview with customer, save as "Version A - Subject Test"
  3. Edit template to Template B with different subject
  4. Preview with same customer, save as "Version B - Subject Test"
  5. Compare previews
  6. Decide which to use or proceed with A/B test

Result: Two template variations ready for testing

Troubleshooting

Preview Showing Placeholder Text Instead of Customer Data

Symptoms:

  • Preview shows {{customer_name}} instead of actual name
  • Order details not populating

Check:

  1. Verify customer ID was entered correctly
  2. Confirm customer has necessary data (name, email, orders)
  3. Check template uses correct variable syntax
  4. Ensure preview was generated (not just template viewed)

Solutions:

  1. Regenerate preview with valid customer ID
  2. Select customer with complete profile data
  3. Fix template variable syntax
  4. Contact support if variables still not working

Can't Save Preview

Symptoms:

  • "Save Preview" button doesn't work
  • Error message when trying to save

Check:

  1. Verify you have Administrator access
  2. Check if browser is blocking popups
  3. Confirm template is saved (not in draft mode)
  4. Look for JavaScript errors in console

Solutions:

  1. Save template first before creating preview
  2. Allow popups for this site
  3. Try different browser
  4. Clear browser cache and try again

Old Previews Cluttering List

Symptoms:

  • Too many old previews making it hard to find current ones
  • List very long and slow to load

Solutions:

  1. Click "Clear Old Previews" to delete previews older than 90 days
  2. Manually delete individual old previews
  3. Use search to filter to recent previews
  4. Establish policy to delete previews after template goes live

Best Practices

Preview Management

  1. Name clearly - Include date and purpose in preview name
  2. Clean up regularly - Delete old previews monthly
  3. Test multiple scenarios - Preview with different customer types
  4. Save before major changes - Document template versions
  5. Share for approval - Get stakeholder sign-off

Testing

  1. Check all variables - Ensure customer data populates correctly
  2. Test links - Click all buttons and links in preview
  3. Review mobile - Always check mobile rendering
  4. Verify images - Confirm all images load
  5. Read carefully - Proofread for typos and errors

Things to Avoid

  • ❌ Saving dozens of previews without cleanup
  • ❌ Using generic names like "Preview 1"
  • ❌ Not testing before sending live email
  • ❌ Forgetting to preview on mobile
  • ❌ Skipping approval process for major campaigns

Quick Reference Card

Task Action/Location
Create new preview From Email Template page > Preview with Customer Data
Save preview Click "Save Preview" when viewing generated preview
View saved preview Click "View" link in preview list
Delete old preview Click "Delete" button next to preview
Bulk delete old Click "Clear Old Previews" button
Share preview Copy URL from browser address bar
Search previews Use search bar at top of page
Name preview Enter descriptive name when saving

FAQs

How long are previews saved?

Previews are saved indefinitely unless manually deleted or bulk-deleted using "Clear Old Previews" (removes previews older than 90 days).

Can customers see these previews?

No, previews are admin-only. Customers never see these saved previews.

Can I edit a saved preview?

No, previews are snapshots. To make changes, edit the original template and create a new preview.

What customer data is used in previews?

Real data from the selected customer: name, email, order details, subscription info, account balance, etc. - whatever variables the template uses.

Can I preview without selecting a customer?

System requires customer ID to populate template variables. However, you can create test customer account for previewing.

Why save previews instead of just previewing?

Saved previews create permanent links you can share, allow comparison over time, and document template versions for compliance/approval.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.