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Customizing notification e-mails in Enterprise Server 9

Customizing notification e-mails in Enterprise Server 9

Enterprise Server can automatically send out an e-mail to a user when:

  • Files are routed to a user or a group of users, as a notification to these users that new files are available in their inbox (only when the 'Send Email Notification' option is set for a user).

Such e-mails also include a hyperlink to log in to Content Station Web. After the user logs in, the routed file can be opened from the Inbox.

  • Files are automatically and permanently removed from the Trash Can. (This is controlled by the Auto Purge option on the Brand Maintenance page.)

Example of a standard email

Figure: Example of a default email.

When needed, the look of the email or the default text can be changed.

Changing the e-mail subject

The default text of the e-mail subject is as follows:

<Publication name>: <object type> <file name> for <user name>

Example: xTreme: article 'Find your style' for Rob Smart

The publication name, object type, file name and user name are variables which are automatically loaded by the system.

The text of the e-mail subject is stored in each individual language file of Enterprise Server.

The files are stored in the following location:

<Enterprise Server path>/config/resources

To change the text of the e-mail subject, follow these steps:

Step 1. Make a backup of the current file.

Step 2. Open the file in a text editor that supports UTF-8 encoding.

Step 3. Locate the key named EMAIL_SUBJECT.

<Term key="EMAIL_SUBJECT">%Publication%: %Type% '%Name%' for %RouteTo%</Term>

Step 4. Make the changes as desired.

Step 5. Save the file.

Changing the e-mail body content

The body content of the e-mail is fed by a HTML file.

A separate template can be created for each object type.

The following e-mail templates are available:

  • autopurge_email.htm. Sent out after the Auto Purge action whereby files are automatically and permanently deleted from the Trash Can.
  • email_Article.htm. Used for emails about objects of type “article”.
  • email_Dossier.htm. Used for emails about objects of type “Dossier”.
  • email.htm. (Default template) Used for emails about objects of any type or than “article”, “Dossier”, or “Task”.
  • email_Task.htm. Used for emails about objects of type “Task”.

The files are stored in the following location:

<Enterprise Server path>/config/templates

To change the content of the e-mail, open the file in a HTML editor and make any of the changes as described below.

Changing the intro

The default text of the intro is as follows:

  • When a single file is sent:

<Object type> '<File Name>' has been routed to <user name> by <user name>

Example: Article 'Find your style' has been routed to Rob Smart by Senior Editor

  • When multiple files are sent:

The following documents have been routed to <user name> by <user name>

Example: The following documents have been routed to Rob Smart by Senior Editor

To change this text, modify the following keys in the same way as modifying the key for the e-mail subject (see above):

  • EMAIL_INTRO. Used as the intro when a single file is sent.

<Term key="EMAIL_INTRO">%Type% '%Name%' has been routed to %RouteTo% by %Modifier%</Term>

  • EMAIL_HEADER. Used as the intro when multiple files are sent:

<Term key="EMAIL_HEADER">The following documents have been routed to %1 by %2</Term>

Adding additional terms

Add terms from the language resource files by placing them between <!--RES: and --> tags.

Example: Here, the ACT_ROUTE_TO term is added:

<!--RES:ACT_ ROUTE_ TO-->

Each added term will be replaced by the appropriate translation when the e-mail is generated.

Adding property items

Add values to the list of properties, such as default properties or custom properties by using the following format:

%propname%

The property will be replaced by its appropriate value when the e-mail is generated.

Note: Use mixed case property names except for custom properties; these need to be added in upper case, and to test after making changes.

Additional properties to use:

Display name Internal name Description
High-res File HighResFile Relative file location (to HighResStore feature) of highres advert/image output.
preview Downscaled preview for the object.
Status Color StateColor Color of current status of the object.
thumb Thumbnail for the object.

Adding a Server location

Use the following tag to give users direct access to a location on the Server:

%server_inetroot%

The location is automatically turned into a hyperlink for the user to click.

Example: In the screenshot at the top of this article, the Log In link allows users to log in Content Station Web. It uses the following code:

<a href=”%server_inetroot%/contentstation/ContentStationWeb.swf”><!--RES:ACT_LOGIN--></a>

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