Template ledger

The Template Ledger is the distribution mechanism within service-email-template that synchronises a single authoritative copy of every approved template to the operator's mail environment automatically. It eliminates version drift between template design and operator execution by maintaining one canonical copy per template identifier; the operator retrieves the current version by key and sends it directly. The distinction between drafting and deploying becomes structural rather than procedural — the operator is not authoring routine corporate correspondence, only selecting which approved template to dispatch.

Design intent

Operators at MCorp 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

Retrieval is key-based, not folder-browsing: a Template Ledger folder in Microsoft 365 holds an offline .html catalog the operator filters by category (Compliance, Finance) to find a template's key, then pastes that key into the M365 search bar to surface the current version instantly. Forwarding it — after removing the routing metadata block at the top of the email body and updating the recipient — is the only manual step; the key is the only input the operator supplies, and the template content itself is always sourced from the ledger, never typed or pasted from memory.

The exact click-by-click retrieval procedure is operator runbook material, not covered step by step here — this article describes why the mechanism is structured this way, not how to execute it.

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:

1. Remove the previous version of the template from the operator's sub-folder.
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.

See also

• Email ingest — the Ring 1 email ingest service that handles inbound messages
• Disclosure substrate — the disclosure architecture that governs outbound communications