What Are Mailing Settings?
Mailing settings define how much flexibility your users have when sending eCards. They go beyond simple text editing and address key aspects such as data protection, corporate design, and communication security.
This allows companies to decide whether employees may only send predefined templates or if they are permitted to customize texts individually. The result is a clear division of responsibilities:
- Marketing & Communications retain control over tone and design.
- Employees & Senders – depending on permissions – have enough freedom to personalize their messages.
The goal: Consistent brand communication that still allows for personal greetings.
In this guide, you will learn which options are available, how they work, and in which scenarios each setting is most effective.
The Four Editing Options at a Glance
Option 1: Allow Editing of the Email Text
What does this mean?
When this option is enabled, users can customize the email text during the mailing process – including the salutation, body text, and closing of the email that is sent together with the eCard.
This makes it possible to create a much more personal message or even send a mailing without an eCard link at all (e.g. for plain-text email campaigns).
When to use it??
This option is useful when senders need the flexibility to tailor their emails to different recipient groups – for example by adjusting the salutation or adding a personalized message. It is also ideal for cases where companies want to send only an email without an eCard. In this case, simply remove the eCard marker from the email.
How to enable it?
Go to Greeting and Christmas Cards > eCards and click on the blue pencil icon next to the desired design to open its general settings. Then select the green pencil icon labeled Edit Settings.
In the Mailing Settings section, check the box for “Allow editing of the email text.”
This enables users to customize the email text during the sending process – including the salutation, body text, and closing.
Option 2: Allow Editing of the eCard Text
What does this mean?
With this option, users can edit the text directly within the eCard – including the salutation, main message, and closing that appear on the digital card. This allows the content to be personalized while keeping the design and layout of the card unchanged.
When to use it?
This setting is ideal when senders need the ability to tailor the card text to individual recipients or target groups – for example, for personal New Year or holiday greetings where the wording may vary. It allows the message to be more personal and precisely targeted to different audiences, such as clients, partners, or internal staff.
How to enable it?
Go to Greeting and Christmas Cards > eCards and click the blue pencil icon next to the desired design to open its general settings. Then select the green pencil icon labeled Edit Settings.
In the Mailing Settings section, check the box for “Allow Editing of the eCard Text.” This allows users to customize the eCard text during the mailing process.
Option 3: Lock Personalization Editing
What does this mean?
This option only applies if editing of the eCard text (Option 2) is enabled. In this case, users can still freely edit the greeting text within the eCard, but the predefined personalization markers – such as the salutation (e.g., “Dear Ms. Müller”) and closing (e.g., “Best regards”) – remain fixed. This ensures that central elements like address and sender always remain consistent and aligned with the corporate wording.
When to use it?
This setting is suitable when companies want to maintain a consistent, brand-compliant tone while still allowing some flexibility for individual messages. Typical scenarios include international mailings where the salutation must remain uniform across languages, but the personal card text may vary.
How to enable it?
Go to Greeting and Christmas Cards > eCards and click the blue pencil icon next to the desired design to open its general settings. Then select the green pencil icon labeled Edit Settings.
In the Mailing Settings section, check the box for “Lock Personalization Editing.” This allows users to edit only the greeting text within the eCard during the mailing process.
Option 4: Not Activating Any Option
What does this mean?
If none of the editing options are enabled, users cannot make any adjustments during the mailing process. They only send the predefined template – both the email text and the eCard text remain unchanged.
When to use it?
This setting is recommended when companies want to maintain maximum control over content, corporate design, and compliance. Typical use cases include HR communications or official announcements that must not be altered individually but should still be sent by users to their personal contacts.
How to enable it?
Go to Greeting and Christmas Cards > eCards and click the blue pencil icon next to the desired design to open its general settings. Then select the green pencil icon labeled Edit Settings.
In the Mailing Settings section, remove the default checkmark from “Allow Editing of the eCard Text.” This way, neither the email content nor the eCard content can be modified by users during the mailing process.
Best Practices: Which Mailing Setting Fits Which Scenario?
Best Practices: To help you apply the mailing settings effectively in everyday use, we’ve compiled some typical scenarios. This makes it easy to identify which option best suits your specific needs.Mailing Setting Fits Which Scenario?
Example for Option 1: Invitation to business partners with a personalized message
If you are sending an invitation to business partners, this setting allows you to customize the email text – such as the salutation, the introductory message, or the closing line.
Advantage: Your message will feel more personal and stand out from standardized mass mailings. This is particularly useful when you want to address different recipient groups directly and in a targeted way.
Example for Option 2: Christmas or New Year greetings with a personalized team message
If you are sending seasonal greetings such as Christmas or New Year’s messages, this setting allows you to flexibly adjust the text within the eCard. This makes it possible to include personal words from the team or even individual year-end reflections.
Advantage: Your greetings appear authentic and approachable, without altering the visual layout or the corporate design.
Example for Option 3: International mailings with standardized salutations
If you are sending a mailing to recipients in different countries or departments, this setting lets you lock the salutation and closing phrases. Only the main greeting text remains editable.
Advantage: This ensures a consistent and brand-compliant form of address, while still leaving room for country-specific or content-related adaptations.
Example for Option 4: HR communication with fixed content
If you are sending internal announcements or legally binding information, users cannot make any changes to the text with this setting. They only send the prepared template to their contacts.
Advantage: You maintain full control over content, corporate design, and compliance, ensuring that all recipients receive the same verified message.
