List of Email Templates

Updated

Default email templates

Template name Description
assetImportReport.tpl

If personal import reports are enabled, this template is triggered when a user uploads assets.

Recipient: Uploading user

Keys: 

  • assetImportReport.maxDisplay → Number of assets previewed in the email. 
  • assetImportReport.totalCount → Total number of assets.
  • sys.host → The NetX URL.

Sub-templates: 

  • assetImportReportAsset.tpl
assetImportReportAsset.tpl

A sub-template that displays a thumbnail table of imported assets.

  • assetImportReport.assetUrl → URL pointing to the asset.
  • assetImportReport.name → Name of the asset.
  • assetImportReport.thumbUrl → Thumbnail for the asset, if available. 
  • assetImportReport.fileSize → File size of the asset.
  • assetImportReport.fileType → File type of the asset.
assetLimitReached.tpl

If an upload is attempted that would cause the site to exceed its storage limit, upload will fail and this email warning will be triggered. 

Recipient: email.from

Keys: 

  • assetLimitReached.fileName → The name of the file that would have exceeded the system's asset limit. 
assetRequestImport.tpl

If an upload request is configured with notification preferences, recipients will be emailed when the request is used to upload assets.

Recipient:Asset request notification recipient(s), if any

Keys: 

  • assetImportReport.maxDisplay → Number of assets previewed in the email. 
  • assetImportReport.totalCount → Total number of assets.
  • sys.host → The NetX URL.

Sub-templates: 

  • assetRequestAsset.tpl
assetRequestAsset.tpl

A sub-template that displays a thumbnail table of assets that navigate on click to their NetX counterparts. 

Keys:

  • assetRequest.assetUrl → URL pointing to each asset.
  • assetRequest.fileSize → File size of each asset.
  • assetRequest.fileType → File type of each asset.
  • assetRequest.name → Name of each asset.
  • assetRequest.thumbUrl → Thumbnail for each asset, if available. 
assetRequestEmail.tpl

Sent when an upload request is emailed from the NetX UI. Recipients are manually added to the request at the time of the request.

Recipient: Manually chosen at the time of the request

Keys:

  • request.userLabel → Username of the user sending the request.
  • request.message → Note sent with the request, if any.
attributeDataImportReport.tpl

When attribute data is updated using a data file, the results of the upload are emailed to the user who uploaded the data file.

Recipient: Uploading user

Keys: 

  • subject → The subject of the email.
  • dataFile → The name of the uploaded data file.
  • headerList → List of column headers in the data file (attribute names). 
  • headerKey → The key attribute from the data file. This will either be file or assetId. 
  • rowsProcessed → The number of rows from the data file successfully applied to assets.
  • rowsIgnored →The number of rows from the data file ignored while updating assets. A row can fail for a number of reasons, such as a listed asset not existing in the system.
  • assetUpdates → The number of assets updated with the data file.
  • runtime → The amount of time it took to process the attribute data.

Sub-templates: 

  • attributeDataImportReportWarnings
  • attributeImportReportSourceEntry
attributeDataImportReportWarnings

Reports any issues that occurred while updating assets, such as an invalid asset ID.

Recipient: Uploading user

Keys:

  • warningCount → Number of affected assets.
  • warningListData → Text list of affected files. 

 
attributeImportReportSourceEntry

Indicates any rows skipped due to formatting or data errors, such as repeated file names across multiple rows.

Recipient: Uploading user.

Keys: 

  • label → Email header.
  • value → Number of rows skipped during an attribute import update.
basicMessage.tpl

This message is triggered when a user sends a message from a portal's contact form.

Recipient: email.mailto.rcpt_to

Keys: 

  • email.from.name → The username of the user who sent the message. Note that if your portal is configured for public access and the individual sending the message is not logged in, this field will read as Public User. 
  • email.message → Any message included in the contact form.
bulkCartNonMatchReport.tpl

Sent to users utilizing the bulk selection tool when there are mismatch issues such as attempting to select nonexistent assets. 

Recipient: email.mailto.rcpt_to

Keys:

  • bulkCartLoader.fileName → The name of the selector file that could not be processed
checksumVerification.tpl

This message is triggered when the checksum verification job is run and there are checksum discrepancies. 

Recipient: checksum.checksumVerificationEmailAddress

Keys: 

  • checksumVerification.cleanCount →  Number of files uploaded with successful checksums.
  • checksumVerification.mismatchCount → Number of files uploaded with checksum issues.
  • checksumVerification.listData → List of files subject to checksum verification.

Sub-templates:

  • checksumVerificationAsset

    checksumVerificationClean
checksumVerificationAsset.tpl

Displays information about any mismatched assets.

Recipient: checksum.checksumVerificationEmailAddress

Keys: 

  • checksumVerification.name → Name of the mismatched assets.
  • chechecksumVerification.fileType → File type of the mismatched assets.
  • checksumVerification.fileSize → File size of the mismatched assets.
checksumVerificationClean.tpl

When there are no mismatches to report and the site is configured to trigger an email regardless of outcome, this template is displayed. 

Recipient: checksum.checksumVerificationEmailAddress

Keys: 

  • checksumVerification.cleanCount → The number of assets successfully processed with checksum verification.
downloadApprovalAdmin.tpl

Triggered when a download request is made. 

Recipient: image.downloadApprovalAdminEmail

Keys: 

  • downloadApproval.filelist→ A list of assets under review, listed by file name. 
  • downloadApproval.justifyDetails → Any justification message included in the download request by the requesting user.
downloadApprovalApproved.tpl

The email sent to the requestor of a download approval when a number of assets have been approved.

Recipient: Download requestor

Keys: 

  • downloadApproval.message → Displays any message the approving administrator may have included with their approval decision.
  • downloadApproval.listData → Displays a list of approved assets, including its name and file extension.

Sub-templates: 

  • downloadApprovalAsset → Displays a thumbnail table of approved assets
downloadApprovalRejected.tpl

The email sent to the requestor of a download approval when their request has been denied.

Recipient: Download requestor

Keys: 

  • downloadApproval.message → Displays any message the approving administrator may have included with their approval decision.
  • downloadApproval.status → Displays the approval decision.

Sub-templates: 

  • downloadApprovalAsset
downloadApprovalAsset.tpl

A sub-template that displays a thumbnail table of assets approved for download during the process of a download request.

Recipient: Download requestor

Keys: 

  • downloadApproval.assetUrl → URL pointing to the asset.
  • downloadApproval.name → Name of each asset.
  • downloadApproval.fileSize → File size of each asset.
  • downloadApproval.fileType → File type of each asset.
  • downloadApproval.ThumbUrl → Thumbnail for each asset, if available. 
downloadLink.tpl

Basic download link.

Recipient: Link requestor.

Keys: 

  • title → The name of the download link.
facialRecognitionReady.tpl

An email triggered once assets have been successfully processed by facial recognition.

Recipient: System administrator.

Keys: None.
genericHeadingBody.tpl

Generic email template.

Keys:

  • email.heading → Number of affected assets.
  • email.body → Text list of affected files. 
justifyDownloadSimple.tpl

With download justification enabled, the designated approval administrator will receive an email when a justification form is used by a justification-subjected user.

Recipient:  image.downloadApprovalAdminEmail

Keys:

  • justifyDownloadSimple.userLabel → The user justifying their download. 
  • justifyDownloadSimple.filelist → The list of assets subject to approval. 
  • justifyDownloadSimple.reason→ Any justification message the user sent with the request. 

Sub-templates: 

  • justifyDownloadSimpleAsset
justifyDownloadSimpleAsset.tpl

A sub-template that displays a thumbnail table of assets subject to justification.

  • justifyDownloadSimple.assetUrl → URL pointing to the asset.
  • justifyDownloadSimple.name → Name of the asset.
  • justifyDownloadSimple.fileSize → File size of the asset.
  • justifyDownloadSimple.fileType → File type of the asset.
  • justifyDownloadSimple.thumbUrl → Thumbnail for the asset, if available. 
metadataMetadataReport.tpl

When monthly metadata email reports are enabled, all administrators will receive this email containing statistics data regarding search terms from the past month. This template is triggered on the first of the month.

Recipient: All administrators

Keys:

  • metadata.listData → Displays the list of top search terms. 
  • metadata.totalAssets → Number of assets found. 
  • sys.host → The NetX URL. 
metadataMetadataTerm.tpl

Displays individual search terms by attribute

Recipient: All administrators

Keys:

  • term.name→ Displays the list of top search terms. 
  • term.topTerms → Number of assets found. 
  • term.percentNull → Percentage of assets found.
newDeviceLogin.tpl

Notifies a user when they have logged in to NetX using a new device.

Recipient: NetX user.

Keys:

  • loginDevice.ipAddr→ The IP address of the new log in. 
  • loginDevice.os → The kind of device used to log in. 
  • loginDevice.browser → The browser used to log in..
newUser.tpl

This template is triggered when an administrator creates a new user with an autogenerated password. The new user will receive an email notifying them of their new account, along with a log in link.

Recipient: New user

Keys: 

  • newUser.username → The new user's assigned username.
  • sys.url →  The NetX URL.
newUserNeedsApproval.tpl

This template is triggered when a new user self-registers when administrator approval is required. The new user is notified of their account pending status. 

Recipient: Administrator user.

Keys: 

  • newUser.username → The new user's assigned username
  • sys.url → The source NetX URL.
notifyUserApproved.tpl

This template notifies a new user of their account's status as Approved. 

Recipient: New user

Keys: 

  • userLogin → The new user's username.
passwordReset.tpl

This template is triggered when a password reset is requested. This template has no keys. 

Recipient: Reset requestor
publicLink.tpl

This template is used for share links when the Email link option is chosen once the share link is created.

Recipient: Email address specified while sharing  

Keys: 

  • publicLink.userLabel →  NetX user who shared the link.
  • publicLink.title → Title of the share link.
  • publicLink.note → Any message included with the share link.
publicLinkPassword.tpl

This template is used for share links when the link requires a password and the Email link option is chosen once the share link is created.

Recipient: Email address specified while sharing

Keys: 

  • publicLink.userLabel →  NetX user who shared the link.
  • publicLink.title → Title of the share link.
  • publicLink.note → Any message included with the share link.
  • publicLink.password → The password for the link.
registerAdmin.tpl

When self registration is enabled, this template is triggered when a new user self-registers. The designated administrator will receive the notification. 

Recipient: user.self_registration_admin_notification_email

Keys:

  • register.userLogin → User name assigned to the new account.
  • register.userEmail → Email address associated with the new account.
  • register.type → Indicates whether or not the user requires approval before being able to log in to the application.
  • site.url → The NetX URL. 
registerUser.tpl

When a new user self-registers, they will receive a welcome email. 

Recipient: Email address associated with the new user

Keys: 

  • register.welcomeMessage → This field will default to simply NetX; if a custom message is required, set the property image.welcomeMessage.
  • register.userLogin → The user name associated with the new account.
review.tpl

This template is triggered when a review a user is a member of is updated.

Recipient: Any user associated with the review, whose  review notifications are enabled

Keys:

  • project.title → Name of the review.
  • project.status → Whether or not the review is still open for review.
  • project.approvalRole → The role assigned to the emailed user.
  • project.participantCount → The number of participants included in the review.
  • project.reviewCount → The number of assets under review.
  • review.listData → Lists the assets under review.

Sub-templates: 

  • reviewItem
  • reviewComment
  • reviewDecision
reviewComment.tpl

Injects comments made in the review.

Recipient: Any user associated with the review, whose  review notifications are enabled

Keys: 

  • comment.userLabel → The user associated with the comment.
  • comment.comment → The comment the user made on the review.
reviewDecision.tpl

Injects any approval decisions in the review.

Recipient: Any user associated with the review, whose  review notifications are enabled

Keys: 

  • decision.userLabel→ The user associated with the decision.
  • decision.decisionLabel → The decision made by the user, whether it's Approved, Rejected, or Needs work. 
reviewItem.tpl

 Displays the assets in the review.

Recipient: Any user associated with the review, whose  review notifications are enabled

Keys: 

  • review.assetUrl → The name of the asset subject to review.
  • review.thumbUrl→ The thumbnail of the asset subject to review.
  • review.decisionList → Decisions made on assets within the review.
  • review.commentList→ Comments currently added to the review.
s3MirrorAudit.tpl

This template is triggered when an s3 bucket is put in audit mode.

Recipient: email.mailto.rcpt_to

Keys: 

  • s3.bucketName → The name of the s3 bucket.
savedSearchNotify.tpl

This template is triggered when a change is made to a saved search with notifications enabled.

Recipient: Any participant of the saved search.

Keys: 

  • savedSearchNotification.title → The name of the saved search.
  • savedSearchNotification.totalNew →  The number of assets added to the saved search.
  • savedSearchNotification.listData → Lists the assets added to the saved search.

Sub-templates: 

  • savedSearchNotifyAsset
savedSearchNotifyAsset.tpl

Displays the list of assets added to the saved search.

Recipient: Any participant of the saved search.

Keys: 

  • savedSearchNotification.assetUrl → The URL of the asset added to the search.
  • savedSearchNotification.name → The name of the shared saved search.
  • savedSearchNotification.fileSize → The file size of the asset.
  • savedSearchNotification.fileType → The file type of the asset.
  • savedSearchNotification.thumbUrl → The asset's thumbnail, if available.
sharedResourceMessage.tpl

This template is triggered when a collection, saved search, or review is shared with a user.

Recipient: The shared user

Keys: 

  • sharedResourceTitle → Type of shared resource (collection, saved search, or review).
  • sharedResourceMessage → Any message included while sharing the resource.
  • sharedResourceLinkLabel → Label for the link to the NetX resource. Indicates the type of shared resource.
sharedResourceParticipant.tpl

This template is triggered when a  collection, saved search, or review is shared with a user, when a message is included with the share action.

Recipient: The shared user

Keys: 

  • sharedResourceFrom → Username of the user who shared the resource.
  • sharedResourceFromEmail → Email of the user who shared the resource.
  • sharedResourceMessage→ Any accompanying message with the shared resource from the sharing user.
  • sharedResourceTitle → Name of the shared resource.
  • sharedResourceType → Type of shared resource (collection, saved search, or review).
  • sharedResourceTypeLowercase → Identifies the type of shared resource in the body of the description.
shareEmailLink.tpl

This template is triggered when a user hits Email when done while performing any sort of download action. 

Recipient: Email address associated with the current user

Keys: 

  • shareEmail.userLabel → The user name and email associated with your NetX account.
  • shareEmail.archiveSize → Total file size of the download.
  • shareEmail.notes → The zipped file name. 
smartLabelReady.tpl

An email triggered once assets have been successfully processed by facial recognition.

Recipient: System administrator.

Keys: None.
usageSnapshot.tpl

When monthly usage reports are enabled, all administrators will receive this email containing statistics data regarding NetX usage over the past month, e.g. number of downloads, storage trends, logins, etc. 

Recipient: All administrators

Keys: 

  • stat.month → Name of the month. 
  • stat.listData → Displays the list of statistics fields. 
  • sys.host → The NetX URL. 

Sub-templates:

  • usageSnapshotStat
usageSnapshotStat.tpl

Injected as individual statistics fields.

Recipient: All administrators

  • stat.context → Statistic context. 
  • stat.number → The number associated with the statistic field.
  • stat.title → The statistic field name.

Custom email subjects

While each email template has its own default subject line, this may be changed so that the subject line of these emails will be customized for your needs. This property may also be used in conjunction with the names of custom email templates.

Property Description
email.subject.[template name]

The name of this property must begin with email.subject, while the suffix must be the name of an email template minus the file extension, e.g. email.subject.downloadApprovalApproved. The value of the property should be the custom subject that will be applied to every email that uses that email template. 

Value options: The desired custom email subject

Requires restart? No
 

Custom email templates

Aside from the default templates, you can create custom email templates if you require more specific or personalized notification emails. Custom email templates can have any file name as long as that file name does not contain illegal characters or spaces, and the file format is tpl. For instructions on creating and managing your email templates, see managing email templates. 

Keys

There are certain standard keys one may use in a custom email template, much like the keys used in the default templates:

  • assetId: Inserts an asset's ID number into the field.
  • categoryId: Inserts a folder into the field by folder ID number.  
  • categoryName: Inserts a folder into the field by folder name.
  • categoryPath: Inserts a full folder path from the top level of the application into the field. 
  • eventDate: Inserts the date the notification was triggered into the field.
  • eventDateTime: Inserts the date and time the notification was triggered into the field. 
  • eventTime: Inserts the time the notification was triggered into the field.
  • fileName: Inserts the file name of an asset into the field. 
  • fileSizeBytes: Inserts the file size of the asset into the field, numerical, in bytes. 
  • fileSizeLabel: Inserts the unit of storage measurement, in this case bytes, into the field.
  • name: Inserts the name of the context, eg. an asset, action, or AutoTask name into the field.
  • userEmail: Inserts the user's registered email address into the field.
  • userId: Inserts the user's username into the field. 
  • userFirstName: Inserts the user's registered first name into the field.
  • userLastName: Inserts the user's registered last name into the field.

AutoTasks

Custom email templates can be used as AutoTask notifications by inserting the custom template's file name as the value for the emailTemplate parameter. Note that the .tpl file type suffix is required. 

<notifications>
	<notify emailTemplate="customNameForCustomEmailTemplate.tpl" user="administrator" type="email"></notify>
</notifications>
Was this article helpful?
0 out of 0 found this helpful