Email notifications to workspace users and administrators
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Share Updated
-
Immediately: Indicates any workspace update that happened in the last 5 minutes.
Favourite Workspaces only: Indicates any workspace update that happened in the last 5 minutes for workspaces that are marked favourite.
-
Daily:Indicates any workspace update that happened in the last 1 day.
-
Weekly: Indicates any workspace update that happened in the last 1 week.
Email is sent based on the user's email notifications preference. Workspace update is when an asset is added, updated, deleted, read or previewed.
Email notifications are sent based on the following Receive Workspace Updates option(s) selected.
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Always Send?
Email will always be sent in case of events marked Y, whether All Notifications is selected or not. User can choose not to receive email for the other events, by not selecting All Notifications. When All Notifications is selected, user will receive an email in case of different events. Also, they can choose if they want to receive email notifications in case of SHARE_UPDATED events.
- Secure: If secure, then sensitive information such as comments made by the user are not displayed in an email notification.
Events that trigger email notifications to workspace users and administrators are as follows:
|
Templates (Events) |
Always Send? |
Event that triggers the email - Email sent when ... |
Secure |
User |
Workgroup Admin |
Enterprise Admin |
|---|---|---|---|---|---|---|
|
REGISTRATION/ INVITATION |
|
|
|
|
|
|
|
NEW_REGISTRATION |
Y |
a new User signs up |
|
Y |
|
|
|
ALREADY_REGISTERED |
Y |
a User tries to register again |
|
Y |
|
|
|
REGISTRATION_SUCCESS |
Y |
a User completes the registration |
|
Y |
|
|
|
PASSWORD |
|
|
|
|
|
|
|
FORGOT_PASSWORD |
Y |
a Users clicks on forgot password |
|
Y |
|
|
|
PASSWORD_CHANGED |
Y |
a User changed their password |
|
Y |
|
|
|
EMAIL ADDRESS |
|
|
|
|
|
|
|
DELETE_EMAIL_ALIAS |
|
User's email alias is deleted |
|
Y |
Y |
Y |
|
EMAIL_CHANGED |
Y |
User's email domain is updated |
|
Y |
|
|
|
REQUEST_CHANGE_EMAIL |
Y |
a request is raised to change User's email address |
|
Y |
|
|
|
REQUEST_CHANGE_EMAIL_CANCELLEDx |
Y |
a request to change User's email address is cancelled |
|
Y |
Y |
Y |
|
ACCOUNT |
|
|
|
|
|
|
|
QUOTA_LIMIT_ENTERPRISE_ADMIN |
Y |
an Account has > 100% connections |
|
Y (for non Enterprise Account) |
Y (for non Enterprise Account) |
|
|
QUOTA_THRESHOLD_ENTERPRISE |
Y |
an Account has >= 90% and <= 100% connections |
|
Y (for non Enterprise Account) |
Y (for non Enterprise Account) |
|
|
ORGANISATION/ WORKGROUP |
|
|
|
|
|
|
|
INVITATION_ORG |
|
a User is invited to a Workgroup |
|
Y |
||
|
SUSPEND_ORGANISATION |
Y |
a Workgroup is suspended |
|
|
Y (for non Enterprise Account) |
Y (for non Enterprise Account) |
|
WORKGROUP_CONNECTIONS_LIMIT_ WORKGROUP_CONNECTIONS_LIMIT_ |
Y |
a Workgroup has > 100% connections |
|
|
Y |
Y |
|
WORKGROUP_CONNECTIONS_THRESHOLD WORKGROUP_CONNECTIONS_THRESHOLD |
Y |
a Workgroup has >= 90% and <= 100% connections |
|
|
Y |
Y |
|
WORKGROUP_USER_TRANSFER WORKGROUP_USER_TRANSFER_JOINING WORKGROUP_USER_TRANSFER_LEAVING |
|
a User is Transferred to another Workgroup |
|
Y |
Y (leaving Workgroup's Workgroup Admin) Y (joining Workgroup's Workgroup Admin) |
Y (leaving Workgroup's Enterprise Admins) |
|
MEMBERSHIP (User_Org) |
|
|
|
|
|
|
|
USER_ACCEPTED_ORG |
|
a User has accepted the Workgroup invitation |
|
Y(inviter) |
|
|
|
USER_ORG_UPDATED |
Y |
a User's Workgroup is updated (acquired/ preAccepted) |
|
Y |
|
|
|
USER_DECLINED_ORG |
|
a User declines the Workgroup invitation |
|
Y(inviter) |
|
|
|
USER_ORG_INVITE_REVOKED |
|
a User who has not yet accepted the Workgroup invitation is revoked |
|
Y |
|
|
|
USER_REMOVED_ORG |
|
a User who has accepted the Workgroup invitation is removed |
|
Y |
|
|
|
SHARE/ WORKSPACE |
|
|
|
|
|
|
|
INVITATION_SHARE |
|
a User is invited to a Workspace |
|
Y |
|
|
|
INVITATION_SHARE_ |
|
a User is invited to a Workspace and the User has not yet accepted the invitation |
|
Y |
|
|
|
SHARE_DELETED |
|
a Workspace is deleted |
|
Y (all Participants, including Workspace Owner) |
|
|
|
SHARE_MFA_TOKEN |
Y |
a 2 step Workspace is accessed by the User |
|
Y |
|
|
|
|
an Asset is added, updated, deleted an Asset is read, previewed |
|
Y (all Participants including Workspace Owner) Y (Workspace Owner) |
|
|
|
|
END_SHARE_REMINDER |
|
a Workspace is closed OR during Account level closure of Workspaces |
|
Y (Workspace Owner) |
|
|
|
END_SHARE_REMINDER_ |
|
a Workspace is closed |
|
Y (all Participants excluding Workspace Owner) |
|
|
|
BLOCK_WORKSPACES |
|
Workspace creation is blocked at the Account level |
|
|
Y (for non Enterprise Account) |
Y (for non Enterprise Account) |
|
OWNER_CHANGED_NEW_ OWNER_CHANGED_ |
|
a Workspace Owner is changed |
|
Y (old Workspace Owner) Y (new Workspace Owner) |
|
|
|
SHARE_OWNER_CHANGE |
|
a Workspace Owner can't be changed |
|
|
Y |
|
|
PARTICIPANT (User_Share) |
|
|
|
|
|
|
|
PARTICIPANT_ACCEPTED |
|
a Participant accepted a Workspace invite |
|
Y (Workspace Owner) |
|
|
|
PARTICIPANT_CANCELLED_ |
|
a Participant's invitation to a Workspace is cancelled |
|
Y (to the Participant) |
|
|
|
PARTICIPANT_DECLINED |
|
a Participant declined a Workspace invitation |
Yes |
Y (Workspace Owner) |
|
|
|
PARTICIPANT_EVICTED |
|
a Participant is evicted from a Workspace |
Yes |
Y (Workspace Owner) |
|
|
|
PARTICIPANT_INVITATION |
|
a Participant's invitation is withdrawn |
|
Y (Workspace Owner) |
|
|
|
PARTICIPANT_LEFT |
|
a Participant left a Workspace |
Yes |
Y (Workspace Owner) |
|
|
|
PARTICIPANT_ROLE |
|
a Participant's role changed |
|
Y (to the Participant) |
|
|
|
EVICT_USER_FROM_ EVICT_USER_FROM_ |
Y |
User is evicted from Workspace/s |
|
Y (to the Participant) Y (Workspace Owner) |
|
|
|
DOCUMENT
|
|
|
|
|
|
|
|
SCAN_FAILURE |
|
a document cannot be scanned |
Yes |
Y (Workspace Owner) Y (Participant who Uploaded) |
|
|
|
VIRUS_DETECTED |
|
a document has virus |
Yes |
Y (Workspace Owner) Y (Participant who Uploaded) |
|
|
|
TASK |
|
|
|
|
|
|
|
TASK_ASSET_DELETED |
|
an Asset assigned to a Task is deleted |
Yes |
Y (Workspace Owner) Y (Participants to whom the Task is assigned) |
|
|
|
TASK_ASSIGNED |
|
a Task is assigned to a Participant |
Yes |
Y (Participants to whom the Task is assigned) |
|
|
|
TASK_ASSIGNMENT_ |
|
a Task assignment is completed |
Yes |
Y (Workspace Owner) Y (Workspace Manager) |
|
|
|
TASK_ASSIGNMENT |
|
a Task is not yet complete |
Yes |
Y (Participants to whom the Task is assigned) |
|
|
|
TASK_CANCELLED |
|
a Task is cancelled |
Yes |
Y (Workspace Owner) Y (Workspace Manager) Y (Participants to whom the Task is assigned) |
|
|
|
TASK_LAST_ASSIGNMENT |
|
all Participants involved in actioning the Task completes |
Yes |
Y (Workspace Owner) Y (Workspace Manager) |
|
|
|
TASK_PAST_DUE |
|
a Task has past it's due date |
Yes |
Y (Workspace Owner) Y (Participants to whom the Task is assigned) |
|
|
|
COMMENT |
|
|
|
|
|
|
|
NEW_COMMENT |
|
a new comment is created |
|
Y (Workspace Owner) Y (Workspace Manager) |
|
|
|
MENTION_USER |
|
Participant/s are mentioned in the Comment |
|
Y (Participants mentioned in the Comment) |
|
|
|
DELETE USER |
|
|
|
|
|
|
|
DELETE_USER DELETE_USER_ |
Y |
a user is deleted |
|
Y |
Y |
Y |
|
MOBILE AUTH |
|
|
|
|
|
|
|
MOBILE_AUTH_ |
Y |
a mobile auth is initiated by the User |
|
Y |
|
|
|
MOBILE_AUTH_REGISTERED |
Y |
a mobile auth is registered by the User |
|
Y |
|
|
|
MOBILE_AUTH |
Y |
a mobile auth is removed by the User or their Enterprise Admin (on behalf of the User) |
|
Y |
|
|
|
MOBILE_AUTH_ |
Y |
a mobile auth login is enabled by the User |
|
Y |
|
|
|
MOBILE_AUTH_LOGIN |
Y |
a mobile auth login is disabled by the User |
|
Y |
|
|