Configure Emails
Your website uses email messages to inform users of certain events.
System emails
| Purpose | Configuration Location | Form field name | |
|---|---|---|---|
| User email address | The To Address when sending various system-generated email messages to users. It is also used in Calendar Event Registration Rosters and Form & Survey responses. | Users & Groups> Users | Email Address |
| System email for user related emails | The From Email Address for any automatically generated email messages regarding User Accounts. For example, Forgot Password and New User Email messages. | Users & Groups> Settings | From Email Address |
| Email for questions or feedback | The To Address when a visitor generates an email when they select the Questions or Feedback? link located in the footer of the end-user website. | Configure> System Settings | System Email Address |
| General site activity email | The From Email Address for any automatically generated email messages regarding general site activity. For example, a new comment is submitted to an app. Note that the Email Address field for the site controls the emails generated at the subsite level as well. | Site or subsite> Settings> Contact | Email Address |
| Site or subsite calendar notification | The To Address for automatically generated emails sent when other calendars submit requests to push an event to the local homepage calendar. | Site or subsite> Settings> Advanced | Calendar Notification Email |
| Channel or section calendar notification | This field populates the To field for the system-generated Calendar Event Posting Request Notification emails for the channel homepage calendar. | Site or subsite> Settings> Advanced> Channel or Section options | Calendar Notification Email |
| Broadcast E-Alert sender | The From Email Address of your Broadcast E-Alert | Site or subsite> Tools> Broadcast E-Alert> New E-Alert | Sender Email |
| Broadcast E-Alert distribution list | Your Broadcast E-Alert is sent to all Email Addresses you specify in this field. | Site or subsite> Tools> Broadcast E-Alert> New E-Alert> Other Recipients> Add Email Address | Email address |
| Updated content notification | Your Content E-Alert is sent to all users who have subscribed to receive alerts when content is updated. A content E-Alert is sent when an editor click the Send E-Alert button in an app. | Channel> Section Options> Email Address | Email Address |
| Channel comment notification | This Email Address is used to as the To Address of the system-generated emails sent whenever a new comment is submitted to an app placed within the Channel Workspace. | Channel> Options | Email Address |
| Section comment notification | This field populates the To field for the system-generated Calendar Event Posting Request Notification emails for the channel homepage calendar. | Section> Options | Email Address |
| Registration events email | Depending upon the automatically generated Registration Event Email message, the value in this field is used as the From or To Address. | Calendar event> Contact |
System generated email samples
Content Moderation: Content Approval—Content Waiting Approval
A content waiting approval email is triggered and sent when content is submitted to be approved.
From: User Account Email Address of Editor that is submitting the content
To: All users listed as Approvers for the Content Group
Subject: Content is awaiting your approval.
Body: [Submitting Editor First Name Last Name] submitted the following content for your approval on [Long Date and Time content was submitted]: [Content Preview] Click here to view your approval queue: [link to Approval Queue]
Thank you.
Content Moderation: Content Approval—Content Approved
A comment approved email is triggered when an approver approves content in the Approval Queue.
From: Approver
To: User Account Email Address of Editor that submitted the content
Subject: Your content has been approved in the [App Name] app.
Body: [Approver First Name Last Name] approved the following content on [Long Date and Time]:
Thank you.
Content Moderation: Content Approval—Content Declined
A content declined email is triggered when an approver declines content in the Approval Queue.
From: Approver
To: User Account Email Address of Editor that submitted the content
Subject: Your content has been declined in the [App Name] app.
Body: [Approver First Name Last Name] declined the following content on [Long Date and Time]:
Comment:
[Approver’s comments]
Thank you.
Users & Groups—Forgot Password
A forgot password email is triggered when a user selects the Forgot Password link.
From: Users & Groups > Settings > General Tab > From Email Address
To: Requesting user’s Email address (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
Subject: Forgot [Site Name] Website Password – Select A New One
Body: Hello [FirstName]!
Forgot your password? No problem! Just click this link and create a new one.
http://linktoresetpassword
This password reset link will expire in 24 hours.
If you have any questions, please contact your site administrator at Users & Groups > Settings > General Tab > From Email Address.
Sincerely, [Site Name]
Users & Groups—New Account
A new user account email is triggered when a new user account is created and the site administrator opts to send an email to the user.
From: Users & Groups > Settings > General Tab > From Email Address
To: New User Account Email (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
Subject: A User Account Has Been Created For You on the [Site Name] Website
Body: Hello [FirstName]!
A new user account has been created for you at [Website URL].
Your user name is: [UserName]
Click this link to create a password for our account.
http://linktoresetpassword
This password link will expire in 24 hours. To create a password after this link expires, click Sign In then Forgot My Password.
If you have any questions, please contact your site administrator at Users & Groups > Settings > General Tab > From Email Address.
Sincerely, [Site Name]
Users & Groups—New User Has Registered
A new user registration notification email is triggered when a new user account is created using the Register button.
From: Users & Groups > Settings > General Tab > Email Address
To: Users & Groups > Settings > General Tab > Email Address
Subject: User Registration Notification
Body: A new user has registered on [Website URL].
You may wish to update this user's Site Manager Passport and Groups.
New User’s Name: [Registered User's First Name Last Name] Address: [registrant address]
Telephone: [registrant phone] Fax: [registrant fax]
Email: [registrant email]
Passkey Suggestion Approved
A Passkey suggestion approval email is triggered when a Passkey suggestion is approved.
From: System Email Address (Configure > System Settings > General Tab)
To: Suggesting User Account Email Address
Subject: Passkey Suggestion Approved
Body: Your PassKey suggestion has been approved. The PassKey will be added shortly.
Thank you,
[Site Name] Website Administrator
Passkey Suggestion Declined
A Passkey suggestion declined Email is triggered when a Passkey suggestion is declined.
From: System Email Address (Configure > System Settings > General Tab)
To: Suggesting User Account Email Address
Subject: Passkey Suggestion Declined
Body: Your PassKey suggestion has been Declined.
Thank you,
[Site Name] Website Administrator
Registered Calendar Event: New Registration—Registrant
A new registration Email is triggered and sent to registrants when they register for a registered calendar event.
From: Event Organizer Email Address (Calendar App > Calendar Event Details > Contact Tab > Email)
To: Registering User Account Email Address (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
Subject: Registration Confirmation
Body: You’ve successfully registered for the following event. We’ll notify you if this event is changed in any way.
Event: [Event Title]
Date: [Event Date and Time]
You can view or modify your registrations by signing into the website and clicking View My Events on any calendar.
Thank you,
[Event Contact Name]
[Event Contact Email Address]
Registered Calendar Event: New Registration—Event Organizer
A new registration Email is triggered and sent to the event organizer when a user registers for a registered calendar event.
From: Registering User Account Email Address (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
To: Event Organizer Email Address (Calendar App > Calendar Event Details > Contact Tab > Email)
Subject: New Event Registration
Body: Section Editor has registered for the following event: Event: [Event Title]
Date: [Event Date and Time]
Contact Information:
[Registering User First Name Last Name]
[Registering User Email Address]
Registered Calendar Event: Event Details Change—Notification
An events details change email is triggered and sent to registrants when a registered event has at least one registrant, the Send Change Notification Emails check box is checked, Save is selected and one of the fields noted in the body below is changed.
From: Event Contact Email Address
To: Event Registrant User Account Email Address
Subject: Event Change Notification
Body: The following details have been changed for the event you’ve registered for - Training Session 1:
[For an Event Title or Description Change]: Event Name:: [Event Name]
Description: [Event Description]
[For an Event Location Change]: Location Name: [Event Location Name] Zip Code: [Event Location ZIP Code]
[Date or Time Change]:
Start Date: [Event Start Date] Start Time: [Event Start Time] End Date: [Event End Date] End Time: [Event End Time] AllDayEvent: [Yes/No]
[Event Description text]
If you have any questions, please Email [Event Contact Email Address]
You are still registered for this event. If you wish to cancel or update your registration visit the My Events page.
Click View My Events on any calendar if you’d like to view or cancel your registration.
Thank you,
[Event Contact Name]
[Event Contact Email Address]
Registered Calendar Event: Registration Canceled—Registrant
A registration canceled Email is triggered and sent to registrants when a registration is cancelled by the registrant or event organizer.
From: Event Contact Email Address
To: Event Registrant Email Address
Subject: Event Registration Cancelled
Body: Your registration has been cancelled for the following event:
Event: [Event Title] Date: [Date and Time]
Please check our calendar again for future event postings. Visit [Site URL] to view Calendar events.
Thank you,
[Event Contact Name]
[Event Contact Email Address]”
Registered Calendar Event: Registration Canceled—Event Organizer
A registration canceled Email is triggered and sent to the event organizer when a registration is cancelled by the registrant or event organizer.
From: Event Registrant Email Address
To: Event Contact Email Address
Subject: Event Registration Cancellation
Body: [Event Registrant Name] has cancelled their registration for the following event:
Event: [Event Title] Date: [Date and Time]
Contact Information: [Event Registrant Name]
[Event Registrant Phone Number]
[Event Registrant Email Address]
Registered Calendar Event: Event Canceled—Event Registrant
An event canceled Email is triggered and sent to registrants when a calendar event is canceled.
From: Event Contact Email Address
To: Event Registrant Email Address
Subject: The following event, for which you are registered, has been cancelled.
Body: Event: [Event Name] Date: [Event Date]
Thank you for your interest. We apologize for the cancellation. Please check our calendar again for future event postings.
Calendar Posting Request—Editor Requests Their Event to be Posted to another Calendar
An email is sent to a user notifying them that another editor wants to post an event from another calendar to their calendar.
From: Requesting editor's user account email address (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
To: Calendar Notification Email for Destination Calendar (Calendar App > Calendar Event Details > Contact Tab > Email)
Subject: Calendar Posting Request
Body: There is a new event posting request in your calendar queue. Calendar: [destination calendar name(workspace name)]
Originating calendar: [App name] [(Site name / Subsite name/ Channel name
/Section name)]
Posting requested by: [requesting editor's user account First name Last name]
Calendar Posting Request—Posting Request Approved
A response email is generated when a calendar posting request is approved.
From: Approver’s user account email address (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
To: Calendar notification email for originating calendar (Calendar App > Calendar Event Details > Contact Tab > Email)
Subject: Calendar Posting Request Approved
Body: Your request to post event titled '[Event Title]' on the parent calendar has been approved.
Calendar Posting Request—Posting Request Denied
A response email is generated when a calendar posting request is declined.
From: Approver’s user account email address (Users & Groups > Users > Users Tab > User Account Details > User Settings Tab > Email Address)
To: Calendar notification email for originating calendar (Calendar App > Calendar Event Details > Contact Tab > Email)
Subject: Calendar Posting Request Denied
Body: Your event posting request has been declined. Event Name: [Event Title]
Calendar: [Destination Calendar Name(Workspace Name)]
App Social Settings—New Comment Submitted
A new comment Email is triggered when a new comment is posted to an app.
From: Site Settings Contact Email Address
To: Section Contact Email Address
Subject: A comment has been added to your app posting.
Body: A comment has been added to the following app posting: Title: [App Name]
The following person wrote the comment:
Name: [Logged-in user’s First Name Last Name/Anonymous] Date and Time: [Long Date and Time of Comment Submission] Comment:
[Text of Comment]
Content E-Alert—Editor sends E-Alert
A content E-Alert is sent when an editor click the Send E-Alert button in an app.
From: Sender email in Content E-Alert window (default is user email for logged in editor sending the E-Alert)
To: All users who have subscribed to section through Edit Account Settings >
Manage Subscriptions
Subject: [Section name] website content has been updated.
Body: The following site was recently updated:
[Section URL]
You have received this message because you’re subscribed to E-Alerts from this area of our website. To unsubscribe, sign in to the website and edit your account settings in the My Account area.
Thank you,
[Parent Site Name] Web Administrator
