# Email Templates Overview (/docs/dsr-automation/configuring-requests/email-templates)

## How to use email templates [#how-to-use-email-templates]

As part of the DSR fulfillment process, Transcend can send emails to the data subject regarding their request. Email templates are fully customizable and are commonly used for the following cases: confirming that a request was submitted, as a step of email verification, or notifying the successful or unsuccessful resolution of a DSR.

While Transcend provides default templates, we encourage you to review, create, and customize them as you see fit.

## Types of Email Templates [#types-of-email-templates]

While all email templates are part of the DSR Automation flow, template variables can differ between two "types" of templates:

1. Emails to the Data Subject
2. Emails to a Vendor as part of and AVC integration

To learn more about the different variables available for use based on the template type, review our [Email Template Variables](./email-template-variables.mdx) article.

## Configuration / Editing Steps [#configuration--editing-steps]

Go to your Email Settings > [Email Templates](https://app.transcend.io/privacy-requests/email-templates). You may edit an existing template by clicking the pencil icon on the right-hand side of the row.

![DSR Automation email templates view](/images/screenshot/2023-12-14-dsr-email-templates.png)

You can also create a new template by clicking the + button on the top right.

![DSR Automation email settings > email templates, new template view](/images/screenshot/2025-04-23-dsr-automation-email-settings-new-template.png)

For more information on the variables available for your email templates, refer to our [Email Template Variables](./email-template-variables.mdx) article.

## Manually sending an email [#manually-sending-an-email]

You can manually send an email to a data subject by selecting their request on the [Incoming Requests →](https://app.transcend.io/privacy-requests/incoming-requests) page.

![Incoming Requests Status view](/images/screenshot/2023-11-29-dsr-incoming-requests-details-status.png)

From there, click on the "Messages" tab and click on "email".

![DSR Automation incoming requests, messages, send message to data subject](/images/screenshot/2023-12-04-dsr-incoming-requests-new-email.png)

You can autofill the email with a template, edit the email if necessary, and hit send. The email will then appear in your Messages tab along with any other correspondence.

## Changing templates for DSR workflows [#changing-templates-for-dsr-workflows]

Go to [Request Settings](https://app.transcend.io/privacy-requests/settings) and click the edit icon on the DSR, then select your new template.

![DSR Automation request settings edit view](/images/screenshot/2023-12-04-dsr-request-settings-templates.png)

### Default Templates [#default-templates]

We have pre-defined template types that are used at certain parts of the request lifecycle. You can set these templates to whatever you'd like and they will be triggered automatically when a request occurs.

#### New Request Receipt [#new-request-receipt]

When a data subject makes a new request, we will send them an email receipt indicating a request was made on their account. If the request has a delay configured, this email will include a way for the data subject to cancel their request.

#### No Report [#no-report]

When none of your integrations return data, this report will be the default response that is sent to the data subject. The report will not include a data download link.

#### Reminder to Open Report [#reminder-to-open-report]

The data download URL is only available for two weeks, after which we will remove the encrypted files we hold. If the data subject does not open their report after a week, we can send them this email as a reminder to access and download their data.

#### Additional Time Needed [#additional-time-needed]

When a request is approaching its deadline without successful processing, this template can be used to notify the data subject that additional time is needed to complete their request.

#### Data Subject Canceled Request [#data-subject-canceled-request]

The data subject has the opportunity to cancel an active request. If they do, this template will be sent as a receipt of cancellation. If a data subject makes two requests that are combined into one, this template is also used with the `{{ isVerified }}` variable set to true.

#### Request Canceled [#request-canceled]

If you are unable to fulfill a request, this is the default message that will be sent to the data subject when the request is canceled.

#### Verification Failed [#verification-failed]

In cases where the data subject fails to verify their identity, this message will be sent to the primary email indicating the request was canceled because of failed verification.

#### Failed To Open Report [#failed-to-open-report]

If the download link expires without being opened, this notification can be sent to the data subject to let them know.