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Modifying Notification Templates

Author: Luis Fernandes Updated

Overview

MailEssentials can be configured to send notification emails to administrators and users based on various events (e.g. notifications for failed messages, quarantined messages, etc). Such emails are built from standard templates that are stored in the GFI MailEssentials installation directory. 

This article describes how to customize the static contents of these notification messages. Administrators with basic experience in stylesheet customizations (XSLT) and XML may customize the design and content of the notification templates.

Information

This article describes two methods of modifying the standard notification templates, and it is structured in the following sections:

Prerequisites

Administrative access to the MailEssentials configuration console is required. In addition, if modifying the templates by editing template files, you will require Windows Administrative privileges to access and edit the templates in the MailEssentials installation directory.

It is recommended to use a text editor with XML syntax highlighting (such as Notepad++) for convenient schema validation if making the modifications through editing the template files directly.

Important!
  • Template modifications are for advanced users only. Be sure to preserve the structure of the template, special tags as well as the structure of the HTML syntax to avoid display issues in email notifications.
  • GFI MailEssentials Support Team does not provide help or support in customizing the templates or resolving any issues arising from the customization of the templates. You are advised to take a backup of the templates before modifying them.
  • The subject prefix text for sanitized emails which by default reads "GFI MailEssentials sanitized email" is not configurable from the templates and can therefore not be changed or presented in a different language.

Editing Templates

Administrators can edit templates to customize their design and content. There are two ways to do this which are outlined below:

Editing through the Configuration Console

To edit a template from the MailEssentials Configuration UI:

  1. Open the GFI MailEssentials Configuration UI.
  2. Navigate to General Settings > Templates.

  3. Click the template you want to edit to open the Template modification screen.
    The screenshot below shows the licasevalexpired template. This is the notification sent to the Administrator when the AntiSpam evaluation license has expired.

  4. The following options will be available as separate tabs depending on the email template. Most templates, however, will only have the first two tabs i.e. Subject and Text.
    Option Content
    Subject Edit the email Subject
    Text Edit the plain text version of the email body.
    HTML Edit the HTML version of the email body.
    Images Change inline images for HTML emails. Click Edit and Choose File.
  5. Edit the template as desired and click Apply to save the changes.

Editing through the Template Files

The templates are stored as plain text files at ..\GFI\MailEssentials\Templates with different folders corresponding to the template names visible under GFI MailEssentials > General Settings > Templates on the configuration UI.

To edit a template from the text file:

  1. Browse to ...\GFI\MailEssentials\Templates located in the MailEssentials installation directory. The notification template text files are found there.
  2. Open the notification template you would like to edit in a text editor and make the required changes. The subject and body of the messages can be modified.
  3. Save the changes.
  4. Restart the GFI Services and the IIS Admin Service (and all dependencies) for the changes to take effect.

Testing

The above changes can be confirmed by inspecting the relevant notification emails that have been triggered after the changes have been made.

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