Docs: restrict personal templates for team members (BMO-4351)

[haleyserrano]

JIRA

BMO-4351: Restrict Personal Templates - Enforcing Approved Messaging

Classification

Feature behavior change (UI/UX + configuration) — Yesware template library.

Repo targeted

Business App repo only. This is an end-user–facing Yesware feature (Team Leaders restricting team members to approved templates); no Partner Center–facing workflow is affected, so no PR was opened there.

Summary of documentation updates

Expanded the existing "Restrict members to team templates" section in docusaurus/docs/yesware/templates/sharing-templates/index.mdx to document:

• The two restriction controls: a team-wide toggle (restricts all current and future non-leader members) and a per-member toggle
• What happens once a member is restricted (personal folder hidden; create/duplicate/edit blocked; enforced across Gmail, Outlook, app.yesware.com, and campaigns)
• The in-app message restricted users see, and that restriction is reversible (hidden, not deleted)
• A caution note on the multi-team overlap: a member's restriction status is shared across all of their teams, so clearing it on one team can lift a restriction another team applied

Existing vs. new docs

Updated existing docs. The target page already had a one-paragraph stub for this exact feature (added ahead of this rollout); no new page was needed or created.

Placement reasoning

templates/sharing-templates/index.mdx already covers team template sharing and folder permissions for Team Leaders, and already contained the stub section this ticket fills in. Keeping it there avoids duplicating "team template" content across pages and keeps it beside directly related topics (sharing, folders, moving templates).

Acceptance criteria / source coverage

Documented straight from the BMO-4351 description and its "Decisions" section:

• Two controls (team-level select-all + per-member toggle) — covered
• Effect: personal libraries hidden, create/duplicate/edit blocked, enforced across all client surfaces — covered
• Reversible / hidden not deleted — covered
• In-app explanation shown to restricted users — covered
• New members inherit restriction when added via the teams page — covered
• Multi-team overlap behavior (confirmed on staging, not just theoretical) — covered as a caution note

Explicitly not documented (per the ticket's own "not yet shipped" notes, to keep this evergreen and accurate):

• Account-manager-level settability (reverses leader-only write path) — tracked separately in BMO-4614, not part of this rollout
• Restriction notifications naming the member's leaders — tracked separately in BMO-4613, not part of this rollout
• Phase 2 (send-only campaign enforcement / "materially edited" indicator) — explicitly not started per the ticket

Figma / images

None provided or needed — this is a policy/toggle behavior change with no new UI layout to depict.

Skills used

• pre-push-validation — confirmed frontmatter, closed tags/callouts, and links are all valid before pushing

Assumptions / limitations

• The parent epic (BMO-2571, "Yesware Enhancements (2026)") is not marked Done and carries a Product-Roadmap label. However, this label is applied uniformly to every open epic in the BMO project (including permanent catch-all buckets like "Core Bugs" and "BMO Support"), so it carries no discriminating signal here. All of BMO-4351's actual gating sub-tasks (BMO-4490 through BMO-4499, the full deploy chain plus QA E2E) are Done, and no open sibling ticket under the epic relates to feature flags, eligibility, or region gating for this specific feature — so the feature is treated as live.
• Reviewer (bachar-ven) was identified as the reporter/assignee on BMO-4351 and all of its implementing sub-tasks (no linked GitHub PRs were found on the JIRA issue itself, and the underlying code repos are outside this session's GitHub access scope).

@ahnikakuse @haleyserrano @maryam6samadi

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Generated by Claude Code

[bachar-ven]

The "Explicitly not documented" section is out of date on two of its three bullets:

• "Account-manager-level settability … tracked separately in BMO-4614, not part of this rollout" — BMO-4614 is Done/shipped. Account managers can now set the restriction per member, so the page's "only Team Leaders can restrict" framing understates who controls it.
• "Restriction notifications naming the member's leaders … tracked separately in BMO-4613, not part of this rollout" — BMO-4613 is Done/shipped. Restricted members are notified with their team leaders named; the page mentions the in-app message but not this notification.

Since both have landed, the "not part of this rollout" rationale no longer holds, and the doc has two gaps: (1) account managers as a setter alongside Team Leaders, and (2) the restriction notification. Recommend documenting both.

(Phase 2 / BMO-4500 bullet is still accurate — that one's genuinely not going to be shipped.)