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| schema: foundry-topic-v1 | schema: foundry-topic-v1 |
| title: "Template Ledger (service-email-template)" | title: "Template Ledger (service-email-template)" |
| slug: template-ledger | slug: template-ledger |
| category: services | category: services |
| status: published | status: published |
| last_edited: 2026-04-30 | last_edited: 2026-04-30 |
| editor: pointsav-engineering | editor: pointsav-engineering |
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| The Template Ledger is the distribution mechanism within `service-email-template` that ensures all outbound corporate communications use the current, approved version of each template. It eliminates version drift between template design and operator execution by maintaining a single authoritative copy per template identifier and synchronizing it to the operator's mail environment automatically. | The Template Ledger is the distribution mechanism within `service-email-template` that ensures all outbound corporate communications use the current, approved version of each template. It eliminates version drift between template design and operator execution by maintaining a single authoritative copy per template identifier and synchronizing it to the operator's mail environment automatically. |
| ## Design intent | ## Design intent |
| Operators at Woodfine Management Corp. do not draft routine corporate emails from scratch. Each template type — compliance notices, financial disclosures, client correspondence — exists as a versioned record in the Template Ledger. Operators retrieve the current version by key and send it directly. The distinction between drafting and deploying is structural, not procedural. | Operators at Woodfine Management Corp. do not draft routine corporate emails from scratch. Each template type — compliance notices, financial disclosures, client correspondence — exists as a versioned record in the Template Ledger. Operators retrieve the current version by key and send it directly. The distinction between drafting and deploying is structural, not procedural. |
| ## Operator workflow | ## Operator workflow |
| 1. The operator opens their `Template Ledger` folder in Microsoft 365. | 1. The operator opens their `Template Ledger` folder in Microsoft 365. |
| 2. The root folder contains a single email (`[TMPL-000]`) with an attached offline `.html` catalog. | 2. The root folder contains a single email (`[TMPL-000]`) with an attached offline `.html` catalog. |
| 3. The operator opens the catalog, filters by category (for example, *Compliance* or *Finance*), and copies the key for the desired template. | 3. The operator opens the catalog, filters by category (for example, *Compliance* or *Finance*), and copies the key for the desired template. |
| 4. The operator pastes the key (for example, `[TMPL-042]`) into the M365 search bar. The current version of that template appears immediately. | 4. The operator pastes the key (for example, `[TMPL-042]`) into the M365 search bar. The current version of that template appears immediately. |
| 5. The operator clicks **Forward**, updates the recipient, removes the routing metadata block at the top of the email body, and sends. | 5. The operator clicks **Forward**, updates the recipient, removes the routing metadata block at the top of the email body, and sends. |
| The key is the only input the operator supplies. The template content is sourced from the ledger, not typed or pasted. | The key is the only input the operator supplies. The template content is sourced from the ledger, not typed or pasted. |
| ## Silent synchronization via Microsoft Graph | ## Silent synchronization via Microsoft Graph |
| When a PointSav engineer updates a template — for example, adding a revised Direct-Hold Solutions rider — the synchronization service uses the Microsoft Graph API to: | When a PointSav engineer updates a template — for example, adding a revised Direct-Hold Solutions rider — the synchronization service uses the Microsoft Graph API to: |
| 1. Remove the previous version of the template from the operator's sub-folder. | 1. Remove the previous version of the template from the operator's sub-folder. |
| 2. Insert the updated version in its place. | 2. Insert the updated version in its place. |
| No push notification is sent to the operator. The current template is always present in the folder; no operator action is required to receive an update. The absence of notifications is deliberate: unnecessary alerts reduce the operator's ability to recognize a genuinely significant event. | No push notification is sent to the operator. The current template is always present in the folder; no operator action is required to receive an update. The absence of notifications is deliberate: unnecessary alerts reduce the operator's ability to recognize a genuinely significant event. |
| ## See also | ## See also |
| - [[service-email]] — the Ring 1 email ingest service that handles inbound messages | - [[service-email]] — the Ring 1 email ingest service that handles inbound messages |
| - [[style-guide-guide]] — operational register conventions for deployment runbooks | - [[style-guide-guide]] — operational register conventions for deployment runbooks |
| - [[disclosure-substrate]] — the disclosure architecture that governs outbound communications | - [[disclosure-substrate]] — the disclosure architecture that governs outbound communications |
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| *Copyright © 2026 Woodfine Capital Projects Inc. Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/).* | *Copyright © 2026 Woodfine Capital Projects Inc. Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/).* |
| *Woodfine Capital Projects™, Woodfine Management Corp™, PointSav Digital Systems™, Totebox Orchestration™, and Totebox Archive™ are trademarks of Woodfine Capital Projects Inc., used in Canada, the United States, Latin America, and Europe. All other trademarks are the property of their respective owners.* | *Woodfine Capital Projects™, Woodfine Management Corp™, PointSav Digital Systems™, Totebox Orchestration™, and Totebox Archive™ are trademarks of Woodfine Capital Projects Inc., used in Canada, the United States, Latin America, and Europe. All other trademarks are the property of their respective owners.* |