Email Templates

FieldDescriptionExample
Template TypeThe type of the template you wish to changeFiles Shared
From addressAn email address to use for the 'From address' field in the emailadministrator@company.com
Override from addressIf checked, the actual user's email address will be used insteadCheck this option if you wish to appear as john@company.com is sending an email to Mark when John has shared a file with Mark. Do not check this option if you wish to appear as administrator@company.com is sending an email to Mark when John has shared a file with Mark.
FromThe name to use for the 'From' field in the emailAdministrator
Override fromIf checked, the actual name of the user will be used insteadCheck this option if you wish to appear as John is sending an email to Mark when John has shared a file with Mark. Do not check this option if you wish to appear as Administrator is sending an email to Mark when John has shared a file with Mark.
SubjectThe subject of the email notificationFiles have been shared with you
CC

Additional recipients to send copy of the email.

  • Recipients should be separated by semicolons
  • Only available for 'File Pending Approval' and 'File Owner Comment' email templates
otheraddress@company.com; otheraddress2@company.com

Email Template Types

MetaDefender Managed File Transfer includes a number of email templates that are used for notifications. The following email templates types are available:

RecipientTemplate TypeDescription
AdministratorGeneric Admin NotificationTemplate for different alerts sent to the administrators like an unexpected error or license related notifications
AdministratorFailed UploadThere has been a failure to upload or process a specific file
SupervisorFile Pending ApprovalA file is waiting for supervisor approval
End UserUpload SuccessfulA file has been uploaded by you successfully
End UserUpload Via Kiosk SuccessfulOne or more files have been uploaded via Kiosk
End UserSuccessful DownloadA file shared by you has been downloaded by another user
End UserSuccessful Download AnonymousA file shared by you using No Authentication has been downloaded anonymously
End UserFile BlockedA file shared by you has been blocked by MetaDefender Core
End UserSignatureCompany/user signature that can be inserted into other templates
End UserFiles SharedOne or more files have been shared with you and are available for download
End UserFile UnsharedA file is not shared with you anymore
End UserFile Unlock SuccessfulA file shared by you has been unlocked
End UserFile ApprovedA file you shared/uploaded has been approved by a supervisor
OwnerFile Partial ApproveA file you shared/uploaded received an approval from a supervisor
End UserFile RejectedA file you shared/uploaded has been rejected by a supervisor
End UserDelegate SupervisorYou have been delegated as a supervisor by a supervisor.
End UserFolder sharedOne or more folders have been shared with you and are available for download.
End UserFolder UnsharedA folder is not shared with you anymore.
End UserFolder UpdatedA folder shared with you, has been updated.
End UserFile Supervisor CommentA file's supervisor added a new message.
End UserUser WelcomeYou was added to Managed File Transfer as a new user by the administrator.
End User, Guest CreatorGuest User WelcomeYou were invited to Managed File Transfer as a new guest user.
End User, Guest CreatorGuest Welcome To SiteYou were invited to Managed File Transfer and Site MFT as a new guest user. (Only sent in Multi-MFT)
SupervisorFile Owner CommentFile owner added a new message for supervisor.

If you wish to view or change these notifications, you can do so by selecting an email template from the list. Make your desired changes and click Save new version (...). To revert back to the default template, click on Reset template to default.

You will be able to edit the text and email format. The following options are available: bold, italic, underlined, font, font size, font color, fill, align left, align middle, align right, justify, bullets, numbered lists, decrease indent, increase indent, format style, insert link, and insert image.

Merge fields

A merge field is a placeholder that will be dynamically resolved before sending the specific notification. For example, inserting [%]DateAndTime[%] merge field in your template will result in the field being replaced with the actual date and time before sending the notification via email.

Some of the merge fields are not available for every template. Please use only fields that can be retrieved for the specific template.

The following merge fields can be used (depending on the email template):

Field nameField DescriptionAvailable in the following templates
[%]InitialSenderName[%]Sender nameFailed Upload, Successful Download, Successful Download Anonymous, File Blocked, Files Shared, File Unlock Successful File Approved, File Rejected, Delegate Supervisor, File Partial Approve, Folder Shared, Generic Admin Notification
[%]DateAndTime[%]Date and Time when the transfer was sentGeneric Admin Notification, Failed Upload, Upload Successful, Upload Via Kiosk Successful, Successful Download, Successful Download Anonymous, Files Shared, File Unshared, File Unlock Successful, File Pending Approval, File Approved, File Rejected, File Owner Comment, File Partial Approve, File Supervisor Comment, Folder Shared, Folder Unshared
[%]OptionalFileList[%]List of optional files in the transferUpload Successful, Upload Via Kiosk Successful, Files Shared, Folder Updated
[%]OptionalFileListNoLinks[%]List of optional files in the transfer without linksUpload Successful, Upload Via Kiosk Successful, Files Shared, Folder Updated
[%]OptionalFolderList[%]List of optional folders in the transferFolder Updated
[%]OptionalFolderListNoLinks[%]List of optional folders in the transfer without linksFolder Updated
[%]FileName[%]File nameFailed Upload, File Pending Approval, Successful Download, Successful Download Anonymous, File Unshared, File Unlock Successful, File Approved, File Rejected, File Blocked, File Owner Comment, File Partial Approve, File Supervisor Comment
[%]DownloadedByName[%]Person who downloaded the fileSuccessful Download
[%]Signature[%]Contains the company/user signature as configured in the Signature template under Notifications → Email TemplatesAll templates support it
[%]ScanResult[%]The result of the file scanFile Blocked, File Pending Approval
[%]IsScanActionDeleteFile[%]Flag indicating that the blocked file was deletedFile Blocked
[%]NotificationTopic[%]The topic of the notificationGeneric Admin Notification
[%]NotificationMessage[%]The notification messageGeneric Admin Notification
[%]MFTUrl[%]Managed File Transfer URL pathUpload Successful, Upload Via Kiosk Successful, Files Shared
[%]BlockedReason[%]Reason for which a file was blockedFile Blocked
[%]FileState[%]The state of the fileFailed Upload
[%]ApprovalAdminName[%]The name of the administrator that approved or rejected the fileFile Approved, File Partial Approve, File Rejected
[%]UnlockEta[%]Estimated time when a file is unlockedUpload Successful, Upload Via Kiosk Successful, Files Shared
[%]OptionalUsersFileSharedWithList[%]The list of users that the file was shared withUpload Successful, Upload Via Kiosk Successful
[%]Unsharer[%]The user that unshared a fileFile Unshared, Folder Unshared
[%]RequesterName[%]The name of the user who uploaded the file that needs supervisor approvalFile Pending Approval, File Owner Comment, File Supervisor Comment
[%]StartDate[%]Date since the user was delegated as supervisorDelegate Supervisor
[%]OriginalSupervisor[%]Supervisor who delegated a user as supervisorDelegate Supervisor
[%]EndDate[%]Date until the user was delegated as supervisorDelegate Supervisor
[%]SupervisorMessage[%]Supervisor's messageFile Approved, File Partial Approve, File Rejected, File Supervisor Comment
[%]OwnerMessage[%]File's owner's commentFile Owner Comment
[%]FileApprovalCount[%]The approval count a file has receivedFile Partial Approve
[%]FileSupervisorApprovalState[%]The file supervisor approval stateFile Partial Approve
[%]UploadReason[%]The reason why a file was uploadedFile Pending Approval
[%]FolderName[%]Folder nameFolder Shared Folder Unshared
[%]DownloadFolderLink[%]Folder's download linkFolder Shared, Upload Successful, Upload Via Kiosk Successful
[%]IpAddress[%]The ip address of the downloader.Successful Download, Successful Download Anonymous
[%]DownloadAuthenticationMode[%]The authentication type which required for a file downloadFailed Upload, Files Shared
[%]FromName[%]The name of an user who shared a file with youFiles Shared
[%]FileList[%]The list of filesFiles Shared, Upload Successful, Upload Via Kiosk Successful, File Unlock Successful
[%]OptionalMessage[%]The optional message which attached to a fileFiles Shared
[%]DateWhenTransferExpires[%]The expiration date of a fileFiles Shared, Upload Successful, Upload Via Kiosk Successful
[%]Delegated[%]The name of the delegated user by a supervisorFile Approved, File Rejected, File Supervisor Comment, File Partial Approve
[%]FolderLink[%]The link of the folderFolder Updated
[%]ProductName[%]OPSWAT Metadefender Managed File TransferUser Welcome, Guest User Welcome
[%]DisplayName[%]The name of the new user / the name of the guest user's creatorUser Welcome, Guest User Welcome
[%]LinkToService[%]The link which redirects user to Managed File Transfer login pageUser Welcome, Guest User Welcome
[%]GuestIdentifier[%]The identifier of the guest userGuest User Welcome
[%]UserExpiresDate[%]The date until the guest user's access is validGuest User Welcome
[%]CurrentYear[%]The current yearAll templates support it

Merge field value clarifications

Field namePossible valuesClarification
[%]DisplayName[%]FirstName LastName OR username OR active directory logon name

The first non-empty value from the list to the left. Evaluated in order.

For the Guest User Welcome only: The name refers to the user who created the guest

Recipient clarifications

Template TypeRecipientsClarification
Guest User Welcome

Email address of the guest

Email address of the creator OR the email address of the owner of the guest OR all active administrators

To ensure guest invitations are sent out, the creator of the guest receives a copy.

In case the creator doesn't have an address all administrators are notified.

Guest Welcome To Site

Email address of the guest

Email address of the creator OR the email address of the owner of the guest OR all active administrators

To ensure guest invitations are sent out, the creator of the guest receives a copy.

In case the creator doesn't have an address all administrators are notified.

Licensing notification

Eventually, email for license information will be sent in case of:

  • Activation successfully
  • License is about to expire (16-11-6-1 day before the expired day)
  • License has been expired (D0, D-5)

Import/Export Template

To import a custom HTML notification template, navigate to the File menu, select Import Template, and choose your desired HTML file. To export your notification template, click on File and then choose the Export Template option from the menu. Please note that the design might not render accurately in the rich text editor.

To import plain text notification template, simply click on Import Template in the toolbar. To export the selected plain text notification click on Export Template toolbar item.

The import action only loads the content of the selected file into the rich text editor. In order to save the imported template, simply click Save new version and set as active button.

Email template versions

Whenever you modify a template and save it, a new version is automatically generated to track changes. You can easily switch between different template versions using the "Template Versions" dropdown menu.

Each template type can store up to 25 versions. When this limit is reached, the oldest version is automatically deleted when a new one is added.

When you load a version into the editor, you can:

  • Edit it and save as a new version.
  • Activate it with a single click using the "Set as active" button

Upon deletion of a administrator who created an email template, the template version is retained, and the creator name is reassigned to the earliest created local administrator.

Resetting email templates to default

For each email template, there is an option to reset them to default version. Clicking the 'Reset template to default' button will load the default template into the editor. Once loaded, click on the 'Save new version and set as active' button to activate

Getting the latest version for templates after upgrading MetaDefender Managed File Transfer

From one version of MetaDefender Managed File Transfer to another the default templates are subject to change. In order to get the latest templates after performing a product upgrade, you should use 'Reset template to default' button for each template.

Note: by resetting the template to default you will lose any custom changes for that template.

Test an email template

To simulate the actual email notification appearance in your email client, click the 'Test Notification' button. Within the popup modal, you have the option to change the recipient email address (defaulted to the saved email address). After modifying, click 'Send Test Notification' and the preview will be delivered to the specified email address for your review.

Type to search, ESC to discard
Type to search, ESC to discard
Type to search, ESC to discard