Newsletter

Newsletters are written in the Newsletter workspace (sidebar → Newsletter) and go out as branded HTML email — your logo and accent color in the header, the subject as the title, and a plain-text fallback. Since 0.32, they run through a lightweight editorial workflow: draft → review → approve → send.

Who can use it

Access is a per-user capability, not a new org role. An admin grants it under Settings → Newsletter:

Capability	What it allows
None (default)	No access — the module is hidden.
Contributor	Write drafts, pick recipients, submit for review.
Approver	Everything contributors do, plus review, comment, edit, approve, and send.

Admins always have full access. This keeps administration simple — one setting per person — while the per-newsletter approver list (below) lets different newsletters have different reviewers.

The workflow

1. Draft — the author writes with the same rich editor as documents, picks recipients (everyone, or selected groups), and optionally restricts the piece to specific approvers. Leave the approver list empty and any approver can review it.
2. Submit for review — the piece locks into In review and the approvers in scope get an email with a link (when SMTP is configured).
3. Review — approvers read the piece, add comments and suggestions to the activity thread, and can edit the content directly. From there they either:
   • Request changes — a note to the author is required; the piece goes back to the author, who revises and resubmits, or
   • Approve — the content locks for the author and the piece is ready to send.
4. Send or schedule — an in-scope approver (or admin) fires the send immediately, or picks a date and time: the app delivers a scheduled newsletter within a minute of the chosen moment (and the schedule can be cancelled any time before that). Every recipient gets an individual message; the result is recorded in the sent history and the audit log with its recipient count.

After the send, the newsletter appears as a card on every user’s dashboard for three days (with a matching unread badge in the sidebar) until they dismiss it — sent newsletters are readable by all signed-in users, though the editorial thread stays with the newsletter crew.

Every step — submissions, comments, decisions, the send — lands in the piece’s activity thread, so the editorial trail stays with the newsletter.

Test first

Send test to me delivers the rendered email to your own inbox at any stage without recording anything — check how it looks before the real send.

Content blocks

The composer is the same rich editor as documents — including underline, alignment, indent, and the format painter — plus email-specific blocks:

• Images — upload, paste, or drag a picture in. Newsletter images are hosted at unguessable public URLs, so they display in every recipient’s inbox (no sign-in required, unlike document images).
• Button — a call-to-action link styled as a real button in your accent color; edit its label and URL any time by selecting it.
• Divider — a horizontal rule between sections.
• Spacer — vertical breathing room, in three sizes. Invisible in the email; shown as a striped bar while editing.
• Color panel — any content on a colored background, with text that auto-contrasts (or an explicit Dark/White override).
• Tables — regular data tables, or the transparent table variant as an invisible layout grid for side-by-side content.

Email appearance

Under Settings → Newsletter, admins control how the email itself looks:

• Email width — the content column, 480–900 px (default 640).
• Header image — upload a custom banner (like a masthead) that replaces the default logo + workspace-name bar at the top of every newsletter. Remove it any time to return to the default. Banners are hosted publicly at unguessable URLs so they display in every inbox.
• Header image scale — a slider (20–100%) sizes the banner within the content column, centered.
• Header image top padding — optional breathing room above the banner (5, 10, or 15 px).
• Header background — a color behind the banner (or behind the default bar — the workspace name’s ink flips automatically to stay readable).
• Outer background — the area around the content card: pick a color and, optionally, a subtle tiled texture (dots, grid, or stripes).

A live mini-preview on the settings page shows the combination as you adjust it.

Archive to a space

Pick an archive space in the draft window and every send files a published copy of the newsletter as a document in that space — tagged newsletter, titled with the subject — so past issues are searchable in the knowledge base. Works for manual and scheduled sends; the activity thread records the archived document’s id.

Email attachments

Files added under Email attachments on the newsletter page go out with the email itself as real attachments (up to 5 files, 5 MB each) — for the PDF version of a report, a calendar invite, a form. Anyone who can edit the newsletter can manage them; they ride along on test sends, manual sends, and scheduled sends alike.

Recipients & sender

• Everyone — all active accounts with an email address.
• Selected groups only — members of the groups you tick (manual or Entra-synced), deduplicated.
• From address — admins curate a list of senders under Settings → Newsletter (e.g. Team News <news@acme.com>); each newsletter can pick one, or keep the workspace’s SMTP default.

Sends require SMTP to be configured — drafting and reviewing work fine without it.