You can create email templates that are used when distributing emails related to new user accounts, new guest accounts, share emails, multiple share emails, and Team Share emails. You can customize the text of the email templates, and even use HTML to customize styles and add images.
- Welcome email—a welcome email is distributed to end users when they are first added to the system.
- Guest welcome email—a guest welcome email is distributed to guest users when they are first added to the system.
- Share email—a share email is distributed when an end user sends share links to a file or folder.
- Multiple share email—a multiple share email is distributed when an end user sends multiple share links to one recipient.
- Team Share email—a Team Share email is distributed to end users when they are added as subscribers to Team Shares.
Managing Shortcode Fields
When creating an email template, you include shortcode fields that populate based on the specific user’s account information. For example, when customizing a welcome email for a new user account, you might include shortcode fields that populate with a user’s first name, last name, username, password, a link to the web portal, links to download clients, and so forth.
- In the management console, click the Settings tab. The Settings page displays.
- In the Settings page, point to the Email tab and select the Templates drop-down button.
The Email Template Settings page displays.
- In the Email Template Settings page, click the Use Custom Templates radio button. The page expands to display a Welcome Email section, a Guest Welcome Email section, and a Share Email section.
- For each of the sections, enter information to customize emails.
- In the Subject field, enter the subject that will display in the email subject heading.
- In the Template field, enter the email content you want to include.
- While in the Template field or Subject field, insert shortcode fields within the email content. To insert shortcode fields:
- Place your cursor in the area in which you want the shortcode to appear.
- In the Shortcodes dropdown menu, select a shortcode that will automatically populate based on specific user account information, or share context.
- Click the Insert button. The shortcode will appear in the email template.
You can also use HTML to customize the style of the templates and add images.
- While still in the Email Template Settings page, find the template that you would like to customize.
- In the Template field, insert HTML to fully customize the look of the email.
- Optionally, click the Preview button to review your changes.
- Click the Close button to close the preview screen, and then click the Save button to save your changes.
Last Updated: April 2016