Sharing messages with other Flexmail accounts

Have you built an email and want to share it with another Flexmail account? With message sharing, you can share emails created in our Email builder with any other Flexmail account. Whether you work with a client, a freelancer, a partner, or a colleague in another team, you can collaborate without rebuilding your template from scratch.

This feature is available for all accounts with access to the new Email builder and works through a simple sharing system with secure, temporary links.

Why sharing messages is useful

You share your design, and the recipient gets the full structure, images, and formatting into their account right away. They can then add their own text, personal links, and specific content, or save the message as a template for future campaigns.

Examples include:

• A design agency sharing a campaign template with a client's Flexmail account
• A freelancer handing over a design to different clients
• Departments within a large company sharing branding assets with each other
• Brands sharing promotional templates with their distributors

What you need to get started

Before you start sharing messages, you need the following:

• A message created in the Email builder
• The recipient must also have access to a Flexmail account and have sufficient rights to create emails
• The email address or another way to send the sharing link to the recipient, such as email, Slack, or Teams

Sharing a message: step by step

1. Open your message in the Email builder

   Navigate to Campaigns → Messages and open the message you want to share. You can only share messages created in the Email builder.

2. Click the share button

   In the top right of the builder, under the "Save" button, you will find the share button. Click it to start the sharing process.

   

3. Generate a sharing link

   Flexmail creates a unique, secure link that remains valid for 7 days. This link is personal and can only be used by people you share it with.

   Has your sharing link expired or did your contact wait too long? Generate a new link after those 7 days if needed.

4. Copy and share the link

   The link appears on screen. Click Copy link and send it via email, chat, or whatever channel you use to communicate with your recipient.

   

   An example message could look like this:

   "Hey Sarah, I made an email for our newsletter that you can use as a starting point. Here is the link: [your sharing link]. You can import it into your Flexmail account and adjust it to your needs. The images are included too. The link remains valid for 7 days. Be sure to check any personalisation placeholders and links and adjust them where needed."

5. Done!

   Your original message remains in your account, unchanged. The recipient gets a copy they can edit without affecting your version.

Receiving and importing a shared message

Did you receive a sharing link from a colleague or partner? You can import it into your account in a few simple steps.

1. Open the sharing link

   Click the link you received. You will automatically go to a preview page where you can view the message.

2. Review the preview

   Take the time to review the message. You can see the full layout, structure, and images here.

   Please note: dynamic content and system links to forms, surveys, or landing pages are automatically removed to prevent compatibility issues. Personalisation placeholders remain intact.

   This is completely normal and helpful. You get a clean base you can personalise with your own content, without mixing in data from the original account.

   Name your message and choose a category

   You will be asked to name the imported message. Flexmail suggests the original name of the message. Choose a recognisable name so you can easily find it later, for example "Newsletter template from Sarah - December 2025". You also select the category where you want to save the message.

   

   Import the message

   Happy with what you see? Click the button Import to my account. Flexmail copies the complete design, including all images, to your account. The images are saved in your media library.

   

   Personalise and make it your own

   Now you can customise the email. The message is now in your account, ready for your edits:

   • Add your own text and offers
   • Adjust colours to your brand style
   • Replace placeholders with your own content
   • Add personalisation relevant to your contacts
   • Update links to your own website or landing pages

Pro tips and best practices

For senders: maximise the usability of your message

Keep your template generic enough

Avoid references that are too specific to your own situation in the layout. A good shared template has a neutral base that others can easily adapt.

Use placeholders for variable content

Instead of "Get 20% off!", use "[Your offer here]". That makes it clear to the recipient what needs to be changed.

Consider images

The images you use are imported into the recipient's account. Make sure your images are good quality and remain relevant outside your specific context.

Avoid overly complex personalisation

Keep dynamic content in your template relatively simple. Account-specific elements are removed automatically during sharing.

For recipients: make it your own

Always check all links

Links from the original message might not work for your situation. Check all buttons, text blocks, and text links, and update them to your own website, landing pages, or products.

Test your personalisation

Add your own personalisation fields and test them thoroughly before sending the message to your audience. Use the preview function to check that everything displays correctly.

Update the sender details

Remember to check your footer, address details, and similar information.

Think about your target audience

A template that worked well for another company might still need adjustments for your specific audience. Adjust the tone of voice, imagery, and offers where needed.

For teams and partners: collaborate effectively

Agree on naming conventions

If you often share templates within a team, agree on a clear naming structure. For example: "[Month] - [Type] - [Author]" so everyone can identify items quickly. Use categories to keep things organised.

Share what you learn

Sharing a template is great, but also share what you learned. Which subject line worked well? Which call to action had the highest conversion rate? This context adds value to your template. How did the shared message perform with your audience?

Use it for onboarding

New colleagues or clients can learn a lot from your best templates. Include message sharing in your onboarding process.

Common mistakes and how to avoid them

"The link no longer works"

Problem: You try to open a sharing link, but you get an error message.

Solution: Sharing links are valid for 7 days. If the link has expired, ask the person who shared the message to generate a new one. This only takes a few seconds.

"No dynamic content is configured"

Problem: After importing, you notice that your dynamic content is gone.

Solution: This is intentional. The system automatically removes account-specific content to avoid compatibility issues, giving you a clean base to work from.

"I cannot find the images in my account"

Problem: Where did the images from this message go, and where can I find them?

Solution: During import, images are saved in the root folder of your media library. You can move them to another folder if you prefer.

"I cannot share a message"

Problem: The share button is not visible.

Solution: Check whether your message was created in the Email builder. You can rebuild a message from other design tools in the builder and share it afterwards.

"My client does not have access"

Problem: You want to share a template, but the recipient cannot import it.

Solution: The recipient must have sufficient permissions to create a new message. They can contact their account administrator to update these permissions.

Privacy and security

At Flexmail, we take your privacy seriously, including when sharing messages.

Unique, temporary links

Every sharing link you create is unique and valid for 7 days only. Your template is not accessible indefinitely, keeping you in control of what you share.

Automatic content stripping

The system automatically strips account-specific elements such as internal links and dynamic content, which would not work in another account.

Your original remains untouched

Sharing a message creates a copy for the recipient. Your original message remains exactly as it is, and any changes made by the recipient do not affect your version. You always share the version that existed at the moment the link was generated.

Recipient responsibility

When someone imports your template, they take full responsibility for the message in their account. They must ensure that the content, links, and personalisation are correct before sending to their audience.

Next steps

Now that you know how to share messages, here are a few ways to make the most of it:

• Start small and learn

  Start by sharing a simple email with a colleague or client. This lets you get used to the process before sharing more complex designs.

• Save your message as a template

  Did you design an email that performs well? Save it as a template in your account so you can reuse it as a base for future campaigns.

• Explore the Email builder further

  If you have not explored the new builder fully, take the time to discover its features, from layout options to dynamic content.