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Message templates

Message templates are used for the automatic emails sent to users — for example, the welcome message for new users.

Example message template

The system comes with a set of default message templates that can be customised.

Navigate to Settings > Message Templates.

Message Templates screen

Edit and test

Note

Templates with the scope set to Global can't be edited. Create a local version if customisation is required.

Create a local template

Steps may vary slightly depending on the template you're editing.

  1. Select the template you wish to edit.

    Select template

  2. Select Create Local Message Template.

    Create Local Message Template button

You're directed to the New Message Template screen.

  1. Enter a Usage Description (optional).
  2. Optionally set the Status. The default is Enabled — other options are Disable and Do not use. Hover over the info icon for details.
  3. Optionally set the Format. The default is HTML but can be changed to Plain Text.
  4. Enter a Subject that will appear in the subject field of the email.
  5. Enter a time in hours that the link should remain valid for (optional).
  6. Edit the message — see Message tokens below.

  7. Select Save Message Template.

    New Message Template form

A local version of the template is now available.

Local template in list

Send a test email

  1. Open the newly created template. The Scope won't be Global.

    Open local template

  2. Select Edit Message Template.

    Edit Message Template button

You're directed to the Edit Message Template screen.

  1. Enter an email address.

  2. Select Send Test Email.

    Send Test Email form

Revert a message template

You can revert an edited template to the original text.

  1. Open the template and select Revert Message Template.

    Revert Message Template button

The template opens in edit mode with the original text restored.

  1. Select Save Message Template.

    Save reverted template

Message tokens

Tokens are used to insert fields such as names into emails. In the message below, $UserFullName is a token that personalises the email by adding the user's name.

Token in a template

To add a token, open the local template in edit mode:

  1. Place your cursor at the point where you'd like the token inserted.

  2. Select a token.

    Token selector

  3. Select Save Message Template.

    Save template with token

Note

Different message templates may have different sets of available tokens.

Export and import

Message templates can be exported and imported between tenants.

  1. Open the message template and select Export Template.

    Export Template button

A file, messageTemplates.xml, downloads to your local PC.

On the tenant where you want to import the template, navigate to Settings > Message Templates.

  1. Select Import Template from the Actions dropdown.

    Import Template menu

You're directed to the Import Message Templates screen.

  1. Select the XML file from your export.
  2. Optionally, select Overwrite The Existing Message Template.

  3. Select Import.

    Import form

The steps above export a single template. To export a complete set, select Export Template from the Actions menu.

Export all templates from Actions menu

Settings

This page is itself the Settings documentation for message templates. All operations are at Settings > Message Templates.

Related settings:

Email Settings (Settings > Email Settings) — controls whether notifications go out and which templates are used in which scenarios. See Email Settings.