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Refreshing a template after editing

Edits you make in HubSpot reach your sends within about 15 minutes — or right away when you click Refresh.

Overview

Section titled “Overview”

Transactional Email keeps its own copy of each template you use, so sends never wait on HubSpot. Every 15 minutes it checks HubSpot for templates you’ve edited and picks up the new version. Until then, sends keep using the version it already has.

When you can’t wait — you just fixed a typo in a receipt, or removed a passage the content review flagged — a Super Admin can click Refresh to pick up the change immediately.

Before you begin

Section titled “Before you begin”
  • The Super Admin role in HubSpot.
  • The template has been picked in at least one Send transactional email action, so it appears in Settings → Templates.

Steps

Section titled “Steps”
  1. Save your changes to the email in HubSpot.
  2. Open Settings → Templates. In HubSpot, go to Marketplace apps → Transactional Email, open Settings, and select the Templates tab.
  3. Click Refresh next to the template.

A confirmation such as “Order receipt” refreshed from HubSpot appears, and Last fetched shows the current time. The next send uses the new version.

What happens next

Section titled “What happens next”
  • The new version is checked and reviewed. Its modules are checked again — the Modules column shows Compatible or Incompatible — and, if the content changed, the new version goes through the content review. Sends wait up to 10 minutes for that review. A review that ended in Review error is tried again. See How the transactional content review works.
  • Renaming doesn’t count as a change. Only edits to the subject, layout, modules, text, or styles create a new version.

Things to know

Section titled “Things to know”
  • Once a minute per template. After a refresh, the button is unavailable for a minute for that template.
  • Deleted in HubSpot? A template deleted in HubSpot stops sending: sends fail with template_incompatible. Pick another template in the workflow.
  • If HubSpot can’t be reached, Transactional Email keeps sending the last version it has and tries again on the next check. Settings → Templates shows Refresh failing with the reason until it succeeds.
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