Notification - Custom

Appearance - Custom Notifications

Use the Custom Notifications feature to override the standard template with a customized version for all users within an organization, or for a specific group.

• To view all custom notifications:

  Click SETTINGS > Appearance > Notification > Custom. The Edit Custom Email Notifications page opens, with a list of custom notifications. Information includes:

  • Name: The unique name for this notification. This is your helpful-hint as to what purpose you have for this notification.
  • Template: The system-defined notification template that this one overrides. The list of system templates can be found below in the Adding a Notification section. See the Web Interface - Settings - Appearance - Custom Notification - Templates page for the complete list of templates.
  • Apply: Indicates whether the custom notification is has been applied to the organization.
    • Org, Notification has been enabled for the entire organization.
    • Blank. The custom notification is still in draft stage or has been applied to a specific group.
  • Language: This column which identifies the language for which the notification is used. You can customize email notifications for each supported language.
  • Action: Clone, Edit, or Delete the notification.
• To add a notification:

1. Click SETTINGS > Appearance > Notification > Custom. The Edit Custom Email Notifications page opens. Click Add Custom Notification. Provide the following information:
   • Name: Name of the custom notification. The name must be unique.
   • Template: Select a standard template. For descriptions, see Custom Notification Templates.
2. Click Add Notification. The Custom Notifications (custom notification name) page opens.

   A standard template notification is built and opens for editing. At the time you add the notification, the Items Displayed settings currently in effect is used to select the features enabled in the custom notification. For example, if the Comment Field option is set in the Items Displayed settings when you add a file or message notification, the new notification includes the comment.

   For more information, see To edit a notification, below.

• To clone a notification:

1. Click SETTINGS > Appearance > Notification > Custom. The Edit Custom Email Notifications page opens, listing existing custom notifications.
2. On the notification you want to clone, click Clone . The Clone Custom Notification page opens.
3. Specify a name and click Add Cloned Notification. The Edit Custom Notification page opens. Make any changes.

• To edit a notification:

1. Click SETTINGS > Appearance > Notification > Custom. The Edit Custom Email Notifications... page opens.
2. Clone an existing notification, create a new custom notification (see above), or for an existing custom notification, click Edit (pencil icon). The Edit Custom Notification page opens.
   • Name. Optionally change the name
   • Template. Read-only
   • Apply to whole Organization checkbox. When you are ready to activate a custom notification you can check this box and the custom notification will be used for all emails of the template type. This toggles on the Org tag in the Notification list screen.
   • Subject. The subject line of the email sent with the custom notification. You can edit the text of the subject line, including the use of macros as described for Body
   • Body: The body of the email sent out with the custom notification. It contains text that is included verbatim that you can change as it suits your specific need. It also contains three types of macros enclosed in square brackets, ([]). Some macros are direct inserts of information available at the time of the notification, for example, [Username], or [FileID]. Other macros are used to provide a rudimentary meta-language for creating if-then-else decisions and for-loop structures. Some macros are available for controlling the appearance, usually of HTML-formatted emails. For more information, see Macros.
3. Click Update Notification.

   An example of the last-saved version of your custom notification appears, showing how it looks as sent as an email in HTML format. The subject is displayed separately from the body of the email. Generic sample data is filled into the message to show how the macro fields would be processed.

   Click Send Test Email to Me to send a sample email to yourself with the sample data. The email subject of the test email is prefixed with the words TEST EMAIL:. Every time you make a change to the subject or body of the custom notification and click Update Notification button, the display refreshes.

   An example of the same notification as it would appear sent as an email in TEXT format is also displayed. For the Summary File Notifications, which have completely different HTML and TEXT versions, only one or the other is displayed. Click Send Test TEXT Email to Me to send a sample in text mode to your email address.