Customize email notification templates

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Aspera on Cloud supports email notifications for various user and admin events, including invitations to an organization, workspace, or shared inbox, package and folder sharing events, user account deactivation, and many more.

As an administrator or workspace manager, you can configure templates that govern the content and appearance of the various email notifications that Aspera on Cloud (AoC) generates. The AoC email template schema provides:

  • Sensible defaults for ready-to-use ease.
  • An inheritance scheme to accelerate and simplify customization.
  • Granular configuration options for highly-customizable control of notifications.

Templates function on three levels:

  • Organization (organization administrators only; not accessible to workspace managers)
  • Workspace
  • Shared inbox

AoC provides two types of templates you can customize:

  • Base template: Customize the fields that are common to all event-driven notification templates; these include the From field and a logo, among others.

  • Event-driven notification templates: Customize the fields in notifications for specific events; for example, the notification to a user who has received a package, or to a user receiving an invitation to join the AoC organization.

For each level, you can configure separate templates for the following user types:

  • Members: AoC users who are standard or limited members of the given workspace.
  • External users: Users who are not members of the given workspace.

For details on the inheritance scheme and configuration options, see Email template inheritance in Aspera on Cloud and Email template variables.

You can also control whether or not email notifications for specific events are delivered, customizing these settings for the organization, for individual workspaces, and for individual shared inboxes; see Control email notification delivery.

Note: To troubleshoot email notification issues, see Email notifications in the "Troubleshooting and support" section.

Configure organization-level email templates

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Note: Only organization administrators can configure organization-level templates.

You can allow organization templates to remain at their system default settings, or you can customize them for your organization.

Keep the following behaviors in mind:

  • The settings for the organization base template:
    • Propagate to all event-driven templates in the organization.
    • Are inherited by all workspace base templates in the organization.
  • The settings for a given organization-level event-driven template are inherited by the corresponding template in each workspace.

To use organization default settings, select Organization > Email templates > Use default settings > On.

Otherwise, to customize email templates at the organization level, do the following:

  1. Go to Organization > Email templates.
  2. Click the toggle labeled Use default settings to Off.
  3. To configure different email templates for members than for external users, select the checkbox labeled Enable external user templates.
  4. Click to select the template to configure (for example, Base > Base external or Packages > Package uploaded).
  5. Configure each template as follows:
    1. Enter text as required in each field.
    2. To use variables, click Use variables; from the list that is displayed, copy the desired variable and paste it into the appropriate template field.
    3. (Base template only) Select the desired logo to be included in the email heading: either the default Aspera on Cloud logo or the organization logo (configured at Organization > Profile and branding)
    4. (Base template only) The logo you select above appears in a header. Select the header color (black or white) to provide a contrasting or complementing background for your logo.
  6. To revert to default and inherited settings, click Reset.
  7. To save the configuration, click Save.

Configure workspace-level email templates

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By default, workspace templates inherit configurations from the organization templates. But you can customize templates for individual workspaces.

Keep the following behaviors in mind:

  • Base template
    • Pre-existing base template settings for a workspace are inherited from the organization base template.
    • The settings for the workspace base template:
      • Propagate to all event-driven templates in the workspace.
      • Are inherited by the base templates in all shared inboxes in the workspace.
  • Event-driven templates
    • Pre-existing event-driven template settings for a workspace are inherited from the corresponding organization template.
    • The settings for a given workspace-level event-driven template are inherited by the corresponding template in each shared inbox in the workspace.
To use settings inherited from the organization, select Workspaces > workspaceName > Email templates > Use organization settings > On. For more information about inheritance, see Email template inheritance in Aspera on Cloud.

Otherwise, to customize email templates at the workspace level, do the following:

  1. Go to Workspaces > workspaceName > Email templates.
  2. Click the toggle labeled Use default settings to Off.
  3. To configure different email templates for members than for external users, select the checkbox labeled Enable external user templates.
  4. Click to select the template to configure (for example, Base > Base template or Packages > Package received).
  5. Configure each template as follows:
    1. Enter text as required in each field.
    2. To use variables, click Use variables; from the list that is displayed, copy the desired variable and paste it into the appropriate template field.
    3. (Base template only) Select the desired logo to be included in the email heading: choose the default Aspera on Cloud logo, or the organization logo, or the workspace logo (configured at Workspaces > workspaceName > Profile > Name).
    4. (Base template only) Select the header color (black or white) to provide a contrasting or complementing background for your logo.
  6. To revert to inherited settings, click Reset.
  7. To save the configuration, click Save.

Configure shared inbox-level email templates

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By defaults, shared inbox templates inherit the workspace templates. You can customize them for individual shared inboxes.

Keep the following behaviors in mind:

  • Base template
    • Pre-existing shared inbox base template settings are inherited from the workspace base template.
    • Settings for the shared inbox base template propagate to all event-driven templates in the shared inbox.
  • Event-driven templates: existing settings are inherited from the corresponding workspace template.

To customize email templates at the shared inbox level, do the following:

  1. Go to the Templates settings for the shared inbox:
    • In the Admin app, go to Workspaces > workspaceName > Applications > Packages > Shared inboxes > sharedInboxName > Email templates.
    • In the Packages app, click Manage shared inboxes in the left-side panel, then click sharedInboxName > Email templates.
  2. To use settings inherited from the workspace, set the toggle labeled Use workspace settings to On.
  3. To customize settings for this shared inbox, set the toggle labeled Use workspace settings to Off.
  4. To configure different email templates for members than for external users, select the checkbox labeled Enable external user templates.
  5. Click to select the template to configure (for example, Base > Base Template or Packages > Package received).
  6. Configure each template as follows:
    1. Enter text as required in each field.
    2. To use variables, click Use variables; from the list that is displayed, copy the desired variable and paste it into the appropriate template field.
    3. (Base template only) Select the desired logo to be included in the email heading: choose the default Aspera on Cloud logo, or the organization logo, or the workspace logo, or the shared inbox logo (configured at Workspaces > workspaceName > Applications > Packages > Shared inboxes > inboxName > Profile).
    4. (Base template only) Select the header color (black or white) to provide a contrasting or complementing background for your logo.
  7. To revert to inherited settings, click Reset.
  8. To save the configuration, click Save.
  9. If you enabled different templates for external users, repeat steps 4 though 7 to configure each external user template.

Revert to inherited template

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For each individual template, you can revert to the settings inherited from the base template and from the parent template. For example, if you are configuring a shared inbox-level template and click "Reset", that specific template will use configurations inherited from the shared inbox base template and from the corresponding workspace-level template.

For more information about inheritance, see Email template inheritance in Aspera on Cloud.