Email Templates

You can customize the HTML templates that format notification emails. These templates are designed to make the message viewable within an email client. Edit text and layout as desired, but don't embed new images or logos. The following table shows the notification email templates and describes the purpose of each.

Template Name	Message Type Description
AccessRequestConfirm	Sent to owners when an access request has been submitted for their resource
AccessRequestExpired	Sent to users when their access to a resource has expired
AccessRequestReminder	Reminds owners of pending access requests; manually sent by a Request Administrator from the Access Requests interface
AccessRequestStatus	Sent to requesting users when an owner reviews an access request
EntitlementReviewReminder	Reminds owners of pending reviews; manually sent by a Review Administrator from the Resource Reviews interface
EntitlementReviewUpdates	Sent to the review creator when a resource owner submits a response to a resource review
OwnershipChangeNotification	Sent to owners when assigned ownership is changed for a resource which already has pending reviews or access requests
OwnershipConfirm	Sent to owners to confirm or decline ownership of a given resource; manually sent by an Ownership Administrator from the Resource Owners interface
ReminderDigest	Weekly reminder configured by Administrators on the Notifications page of the Configuration interface to owners with pending reviews or access requests

While customizing the template content, take note of the inline Substitution Tokens. These provide the message with dynamic content by inserting values and strings into the static portion of the message body. These Substitution Tokens begin and end with the “@” symbol, for example, @UserName@.

You can use Substitution Tokens only in certain Notification message templates. The following table shows the Substitution Tokens, the value or string they represent, and the message templates in which you can use them.

Substitution Token	Description	Applicable Templates
@AccessName@	Descriptive name of the type of access being requested (Read, Modify, etc.) to a resource	AccessRequestConfirm AccessRequestExpired AccessRequestStatus
@Changes@	Number of review changes	EntitlementReviewUpdates
@LoginUrl@	URL that allows a user to access the default (login) page	AccessRequestConfirm AccessRequestReminder OwnershipChangeNotification ReminderDigest
@RequestCount@	Numerically formatted count of pending access requests	ReminderDigest
@ResourceDescription@	Description of resource To use the resource's description in emails instead of the path, replace @ResourcePath@ with @ResourceDescription@	AccessRequestConfirm AccessRequestStatus OwnershipConfirm ReminderDigest
@ResourcePath@	Path of the current resource To use the resources’ description in emails instead of the path, replace @ResourcePath@ with @ResourceDescription@	AccessRequestConfirm AccessRequestExpired AccessRequestStatus EntitlementReviewUpdates OwnershipConfirm ReminderDigest
@ResourceType@	Type of resource	AccessRequestConfirm AccessRequestExpired AccessRequestStatus EntitlementReviewUpdates OwnershipConfirm ReminderDigest
@ResourceUrl@	URL specifically created to respond to a request	AccessRequestConfirm EntitlementReviewReminder OwnershipConfirm
@ResponseCount@	Numerically formatted count of pending reviews or access requests	AccessRequestReminder ReminderDigest
@ReviewCount@	Numerically formatted count of pending reviews	ReminderDigest
@ReviewName@	Name of the resource review	EntitlementReviewUpdates
@ReviewType@	Type of resource review	EntitlementReviewUpdates
@StatusText@	Status of an access request (Confirmed, Declined, Waiting)	AccessRequestStatus
@UserName@	Name of the user who submitted the access request	AccessRequestConfirm AccessRequestStatus EntitlementReviewUpdates
@UserNotes@	Any notes the user submitted as part of the access request	AccessRequestConfirm AccessRequestStatus

Customize Email Templates

The system ships email templates in a ZIP file in the Access Information Center installation directory:

…\STEALTHbits\Access Information Center

To customize the email templates:

note

To successfully modify these Notifications email templates, a familiarity with basic HTML is necessary.

Step 1 – Navigate to the Access Information Center installation directory:

…\STEALTHbits\Access Information Center

Step 2 – Unzip the Templates.zip file and save the contents to a folder within this directory named Templates.

warning

The customized email templates must be in the Templates folder within the installation directory to be preserved during future application upgrades.

Step 3 – Locate the HTML message template you want.

Step 4 – Open the file with a text editor, e.g. Notepad, and customize the email body.

note

Using a tool other than a text editor to edit HTML files, such as a WYSIWYG web page editor which may drastically alter the underlying HTML code, isn't supported.

Step 5 – Email subject lines can be edited by changing the text between the opening <title> tag and the closing </title> tag.

Step 6 – After making changes, save the file and view it within a web browser to see what the changes will look like. The Substitution Tokens will display without supplied values.

Step 7 – After making the changes you want, save the file and close the text editor, then re-launch the application.

Notification emails now use your modified HTML email templates.