Default email templates

Template nameDescriptionRecipientKeysSub-template
assetImportReport.tpl

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

Uploading user

assetImportReport.title → The subject line of the template.

assetImportReport.maxDisplay → The count of assets displayed in the email. 

assetImportReport.totalCount → The total count of assets uploaded.

assetImportReport.assetListData → Displays data for the uploaded assets in a table, up to the number of assets indicated from the maxDisplay key.

sys.url → The NetX URL.

None

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. 

email.from

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

sys.url → The NetX URL.

None

assetRequestEmail.tplSent when an asset request is emailed from the NetX UI. Recipients are manually added to the request at the time of the request.Manually chosen at the time of the request

request.userLabel → Username of the user sending the request.

request.userEmail → Email address of the user sending the request.

request.message → Note sent with the request, if any.

request.url → The NetX URL.

None

assetRequestImport.tpl

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

Asset request notification recipient(s), if any

assetRequest.listData → The list of uploaded assets.

assetRequest.categoryId → The NetX folder targeted by the asset request. This will be in the subject line of the email. 

sys.url → The NetX URL. 

assetRequestAsset.tpl → Displays a thumbnail table of uploaded assets.

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.

Uploading user

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.

sys.url → The NetX URL.

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

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

basicMessage.tplThis message is triggered when a user sends a message from a portal's contact form.email.mailto.rcpt_to

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.

sys.url → The NetX URL. 

None
checksumVerification.tpl

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

checksum.checksumVerificationEmailAddress

checksumVerification.cleanCount → Indicates the number of assets that successfully passed the checksum. 

checksumVerification.mismatchCount → Indicates assets that did not pass the checksum. 

checksumVerificationAsset → Displays information about any mismatched assets.

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

downloadApprovalAdmin.tpl

Triggered when a download request is made. 

image.downloadApprovalAdminEmail

downloadApproval.userLabel → The email address associated with the requesting user will be reflected as the sender of the email.

downloadApproval.userOrganization → If the requesting user is a member of a NetX group, it will be listed under their organization. 

downloadApproval.filelist → A list of assets under review, listed by file name. 

None

downloadApprovalApproved.tpl

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

Download requestor

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

downloadApproval.status → Displays the approval decision.

downloadApproval.listData → Displays a list of approved assets, including its name and file extension.

publicLink.link → Provides a public link from which to download the approved assets.

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.


Download requestor

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

downloadApproval.status → Displays the approval decision.

downloadApproval.listData → Displays a list of denied assets, including its name and file extension.

downloadApprovalAsset → Displays a thumbnail table of denied assets

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.

All administrators

metadata.listData → Displays the list of top search terms. 

metadata.totalAssets → Number of assets found. 

sys.url → The NetX URL. 

metadataMetadataTerm → Displays individual search terms by attribute

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.

New user

newUser.username → The new user's assigned username.

newUser.accessCodeLink → Link to log in to the new account.

sys.url →  The NetX URL.

None

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

newUser.username → The new user's assigned username

sys.url → The NetX URL.

None

passwordReset.tpl

This template is triggered when a password reset is requested. 

Reset requestor

passwordReset.link → Link to reset and create a new password.

sys.url → The NetX URL.

None

publicLink.tpl

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

Email address specified while sharing  

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.link → Link to the shared assets.

None

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.

Email address specified while sharing  

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.link → Link to the shared assets.

publicLink.password → The password for the link.

None

registerAdmin.tpl

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

user.self_registration_admin_notification_email

register.welcomeMessage → Welcome message.

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.

sys.url → The NetX URL. 

None

registerUser.tpl

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

Email address associated with the new user

register.welcomeMessage → Welcome message.

register.userLogin → The user name associated with the new account.

sys.url → The NetX URL.

None

review.tplThis template is triggered when a review a user is a member of is updated.Any user associated with the review, whose review notifications are enabled

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.

reviewItem → Displays the assets in the review.

reviewComment → Injects comments made in the review.

reviewDecision → Injects any approval decisions in the review.

s3MirrorAudit.tplThis template is triggered when an s3 bucket is put in audit modeemail.mailto.rcpt_to

s3BucketName → The name of the s3 bucket.

sys.url → The NetX URL.

None

savedSearchNotify.tpl

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

Any participant of the saved search

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.

sys.url → The NetX URL.

savedSearchNotifyAsset → Displays the list of assets added to the saved search.
sharedResourceMessage.tplThis template is triggered when a collectionsaved search, or review is shared with a user.The shared user

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.

sys.url → The NetX URL.

None
sharedResourceParticipant.tplThis template is triggered when a collectionsaved search, or review is shared with a user, when a message is included with the share action.The shared user

sharedResourceType → Type of shared resource (collection, saved search, or review).

sharedResourceTitle → Name of the shared resource.

sharedResourceFrom → Username of the user who shared the resource.

sharedResourceTypeLowercase → Identifies the type of shared resource in the body of the description.

sharedResourceLinkLabel → Label for the link to the NetX resource. Indicates the type of shared resource.

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.  

All administrators

title → Title of the email.

stat.month → Name of the month. 

stat.listData → Displays the list of statistics fields. 

sys.url → The NetX URL. 

usageSnapshotStat → Injected as individual statistics fields. 

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.

PropertyValueDescriptionRequires restart?
email.subject.[template name]The desired custom email subjectThe 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. Yes

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 a 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 asset 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>
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