A new Workflow Generic Email Template is available in FileCloud Server version 18.2.

FileCloud provides you with various messages to send to a user when an action occurs. These messages can be customized, which means you are overriding the default messages that are provided with your FileCloud site after installation (FileCloud Server) or site setup (FileCloud Online).



Message TemplateDescription
Add Group To ShareWhen a share is created for a Group, this is the message that will be sent to all users of that group.
Update User Email TemplateWhen a user account is changed this is the message that is sent to the user.
Add New User To Share

When a new share is created this is the message to be sent to a user who is currently NOT a FileCloud user. This will contain

instructions for the non-FileCloud user to first create an account before attempting to access the shared resource

Auto Create New User to ShareThis is the email that is sent to users whose accounts are automatically created on a share action (if this option is applicable).
Add User To ShareWhen a new share is created this is the message to be sent to a user who is already a FileCloud user.
Share EmailWhen a public share is created by a user, the user can send that shared link using email. This message will be used for reporting that share link.

Account Approval

This is the email message to the user that will be sent when Admin approves a user account.
Forgot PasswordThis is the email message sent when user does password reset.
Email PasswordThis is the email sent when the temporary password is generated.
Waiting For ApprovalThis is the email message that will be sent when a user registers for a new Account in FileCloud (and if automatic account approval is not turned on).
Welcome/Verification EmailThis is the email message that will be sent when a new user account is approved into FileCloud system.
Notification EmailThis is the email message that will be sent if a share is modified.
Notification ItemNotification item template used to define each file / folder action. Those items are then embedded into the notification email.
Account Locked Alert Email Email sent out when a user account is locked because of too many attempts
Generic Email TemplateThis is a boilerplate template used for miscellaneous messages
Two Factor AuthenticationEmail sent out with 2FA security code
Device Waiting for User Approval Email This is the email message that will be sent when a Device is waiting for User Approval.
Expiring Share NotificationEmail notification sent when the share is about to expire.
Failed Upload NotificationEmail notification sent when the upload failes due to the limited Storage Quota.
Limited Disk Space NotificationEmail notification sent when account is running out of the allocated disk space.
Password Expiration NotificationEmail notification sent when user password is about to expire.
Workflow NotificationEmail template used to notify users whose accounts are inactive and will be disabled.
Workflow Generic EmailEmail template for general notifications for active accounts.



To change a default email message:

  1. Log into Administration Portal
  2. On the left navigation panel, click Customization.
  3. Click the Email Templates tab.
  4. To change the mail subject and body, click the Edit button.
  5. Make your changes, and then to save click Submit.
  6. To confirm the changes, click Preview.

Figure 1. Email Templates window



In a hosted FileCloud system, administrators cannot change the "FROM" address in FileCloud Server version 19.1 and later.

When the FileCloud system configuration is defined with the following setting:

("TONIDOCLOUD_HOSTED_CLOUD",1);

administrators can no longer change the FROM address in the Settings screen on the Email tab.

  • If key TONIDOCLOUD_HOSTED_CLOUD is set to 1, then the administrators is prevented from changing the FROM email.  The administrator can save a change in the Admin Portal, but FileCloud will ignore the setting.
  • If key TONIDOCLOUD_FC_HOSTED_FROM_EMAIL isn't set, the FROM email will default to fchosted@filecloudmail.com.



Figure 2. Editing a Sample Email Template


Figure 3. The User's View of an Email Template



The following tables list the tags that are supported in each email template.


Table 1. Account Approval Email Template

TagDescription
^CLOUDURL^ Server URL 
^DISPLAYNAME^ 

Display name of the user

^VERIFYURLTEXT^ Text to be displayed 
^VERIFYURL^Server URL
^EMAIL^ Email ID of the user
^PASSWORD^ Password for the user
^USERNAME^ 

Username of the user

^TO^First name of the user


Table 2. Account Locked Email Template

TagDescription
^CLOUDURL^ Server URL 
^FILECLOUD^ 

Service Name

^USERNAME^Username of the user
^CLIENT^ User Agent
^TIMEOUT^ Lockout time in minutes
^EMAIL^ Email ID of the user
^TO^First name of the user


Table 3. Add Group to Share Email Template

TagDescription
^CLOUDURL^ Server URL 
^FROM^ 

Display Name of the user

^NAME^ Share Name
^URL^Share URL
^EMAIL^Email ID of the user
^TO^First name of the user


Table 4. Add New User to Email Template

TagDescription
^CLOUDURL^ Server URL 
^FROM^ 

Display name of the user

^NAME^ Share Name
^URL^Share URL
^NEWACCOUNTURL^ 

User portal URL that can be used by the user to log in

^EMAIL^Email ID of the User
^TO^First name of the user
^DAYS^ Number of days till share expiration (added in Version 20.1)


Table 5. Add User to Share Email Template

TagDescription
^CLOUDURL^ Server URL 
^FROM^ 

Display name of the user

^NAME^ Share Name
^EMAIL^Email ID of the User
^DAYS^Number of days till share expiration  (added in Version 20.1)


Table 6. Auto Create New User To Share Email Template

TagDescription
^CLOUDURL^ Server URL 
^FROM^ 

Display name of the user

^CLOUDURLLINK^ 

User portal URL that can be used by the user to login

^EMAIL^Email ID of the user
^PASSWORD^Password to use for the initial login
^TO^First name of the user


Table 7. Device Waiting for User Approval Email Template

TagDescription
^CLOUDURL^ Server URL 
^URL^ 

FileCloud login page URL


Table 8. Expiring Share Notification Email Template


TagDescription
^CLOUDURL^ Server URL 
^SHARENAME^ Name of the share
^DAYS^Number of days till share expiration
^URL^Link to the share
^EMAIL^Email ID of the user
^TO^First name of the user


Table 9. Failed Upload Notification Email Template


TagDescription
^CLOUDURL^ Server URL 
^SERVICENAME^ 

Name of the service

^TOTALSIZE^ Total allocated disk space for the user
^EMAIL^Email ID of the User


Table 10. Generic Email Template


TagDescription
^CLOUDURL^ Server URL 
^HEADING^Title of the Template
^BODY^ 

Email content

^EMAIL^ Email ID of the user


Table 11. Limited Disk Space Notification Email Template


TagDescription
^CLOUDURL^ Server URL 
^SERVICENAME^ 

Name of the service

^TOTALSIZE^ Total allocated disk space for the user
^EMAIL^Email ID of the User



Table 12. Notification Email Template


TagDescription
^CLOUDURL^ Server URL 
^PATHLIST^ 

List of files added/modified 

^EMAIL^Email ID of the User


13. Notification Item Template


TagDescription
^ACTIONIMAGEURL^  URL of the icon that is associated with the action
^ACTIONNAME^ 

The name of the action

^FILENAME^File Name
^FILEPATH^File Path
^DATE^Date of the action
^HOW^User agent that performed the action
^IP^IP Address associated with the action
^LOCATION^User agent Location
^CLOUDURL^Server URL
^EMAIL^Email ID of the User


Table 14. Password Expiration Notification Email Template


TagDescription
^CLOUDURL^ Server URL 
^SERVICENAME^ 

Name of the service

^DAYS^ Number of days till password expiration
^EMAIL^Email ID of the User


Table 15. Share Email Template

TagDescription
^CLOUDURL^ Server URL 
^FROM^ 

Displayname of the user

^FILENAME^ Filename of the shared file
^URL^Share URL
^MESSAGE^Email content specified by the user
^EMAIL^Email ID of the User
^THUMBURL^Image thumbnail (only for a single share)
^DAYS^Number of days till share expiration  (added in Version 20.1)


Table 16. Two Factor Authentication Email Template

TagDescription
^CLOUDURL^ Server URL 
^HEADING^ 

Title of the Template

^CODE^2FA code
^VALIDITY^ 

2FA code expiry time in minutes

^EMAIL^

Email ID of the User


Table 17. Waiting for Approval Email Template

TagDescription
^CLOUDURL^ Server URL 
^USERNAME^ Username of the User 
^EMAIL^Email ID of the User


Table 18. Welcome/Verification Email Template

TagDescription
^CLOUDURL^ Server URL 
^DISPLAYNAME^ 

Display name of the user

^VERIFYURL^ Server URL
^EMAIL^Email ID of the user
^TO^First name of the user


Table 19. Workflow Notification Email Template (Disable inactive account)

TagDescription
^CLOUDURL^ Server URL 
^HEADING^ 

Emails heading message

^SERVICENAME^Name of the service
^USERNAME^User name
^EMAIL^Email ID of the user
^TO^First name of the user



FileCloud provides you with various messages to send to a user when an action occurs. These messages can be customized, which means you are overriding the default messages that are provided with your FileCloud site after installation.

  • Previously, you could preview the template but there was no way to send an email immediately to see how it looks in an email application.
  • Now, when you preview an email template that you have just edited, there is a Send Preview to Admin button.

To send an edited email template:

  1. Open a browser and log in to the Admin Portal.
  2. From the left navigation panel, click Customization.
  3. Click the Email Templates tab.
  4. To change the mail subject and body, click the Edit  button.
  5. Make your changes, and then to save click Submit.
  6. To confirm the changes, click Preview.
  7. On the Preview dialog, click Send Preview to Admin.
  8. The email with the template should be visible in admin's email account.

 



Starting with FileCloud Server version 17.3, other workflows use a special set of predefined templates that are not visible in the FileCloud Administration Portal.

This list contains the templates you cannot customize:

Admin Version

  • Change Account Status Workflow Email Template
  • Delete Account Workflow Email Template
  • Disable Account Workflow Email Template
  • Generate Report Workflow Email Template

User Version

  • Change Account Status Workflow Email Template
  • Delete Account Workflow Email Template
  • Disable Account Workflow Email Template


(warning)  In a hosted FileCloud system, administrators cannot change the "FROM" address in FileCloud Server version 19.1 and later.

When the FileCloud system configuration is defined with the following setting:

("TONIDOCLOUD_HOSTED_CLOUD",1);

administrators can no longer change the FROM address in the Settings screen on the Email tab.

  • If key TONIDOCLOUD_HOSTED_CLOUD is set to 1, then the administrators is prevented from changing the FROM email.  The administrator can save a change in the Admin Portal, but FileCloud will ignore the setting.
  • If key TONIDOCLOUD_FC_HOSTED_FROM_EMAIL isn't set, the FROM email will default to fchosted@filecloudmail.com.