Wednesday, February 6, 2019

Email Template > Private Templates are no Longer Available/Visible to the Owner

If a user owned/ created an email template before, and now it's not visible or available,  the possible reason is that someone with Full or Administrator role made a change to the template, making that user the new "owner".

Steps to Reproduce:
1. User 1 with custom role AAA logs in.
2. User 1 creates template in Documents > Templates > Email Templates > New
  • NAME = Enter name for the template
  • SUBJECT = Enter subject
  • Create body of the template
  • Restrict Access tab > PRIVATE = checked
  • Save
3. Documents > templates > Email templates > email template is available in the list
4. User 2 logs in using Administrator role
5. User 2 navigates to Documents > Templates > Email Templates > Edits the template created by user 1 and saves changes.
6. User 1 logs in using custom role AAA
7. User 1 goes to  Documents > templates > Email Templates

Actual result: User 1 with custom role AAA cannot see the email template anymore

To resolve:
1. Log in as Administrator
2.  Edit the template
3. Go to Restrict Access tab > Private = uncheck
4. Click Save
5. User 1 logs using custom role AAA > edit the template > Restrict Access tab > Private = check > Save

In this way, the email template reverted to being "Private", and returned user 1 as the owner.  

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