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Courier Email Notification Templates

Most of the Courier notifications that are transmitted can be defined in the Courier template itself. The Courier email notifications that are sent to the sender of the transmissions when transmissions are completed, overdue, or canceled can be customized.

All FileHold System email notification templates are stored in resource files (.resx). The email messages are sent using HTML format which allows to prepare more readable information for users. Each of template can contain replacement fields that are described below and are replaced to appropriate values during email processing.

You should be skilled with XML, HTML, and CSS coding in order to use the information in this knowledge article. FileHold professional services are available for any customer that would like changes made to their email notifications. Modifying Courier email notification templates is not covered by FileCare.

TIP: When you upgrade FileHold from one version to another you should apply any notification customizations to the newly upgraded version when the upgrade is complete otherwise the default product notifications will be used.

Notification Areas

There are several areas that have a separate notification for users. Notice that a key name of replacement field should be placed in [ ] signs and there should not be any space or white character between them, i.e. [KeyName]

Courier Notifications

All text and templates for this area are stored in:

C:\Program Files\FileHold Systems\Application Server\LibraryManager\App_GlobalResources\WorkflowNotification.resx

Templates

There are email templates specified in the resource file. The email notifications are sent to the sender of the transmission only. The actions for each template are listed below the template name.

  • EasyEmailBodyInformationWorkflow
    • Transmission Canceled
    • Transmission Completed
  • EasyEmailBodyInformationWorkflowDue
    • Task overdue
  • EasyEmailSubject - template for a subject of email message
  • EasyEmailBodyHeader - template for a header of email message
  • EasyEmailBodyFooter - template for a footer of email message

These templates should be prepared in HTML format with CSS styles with the exception of the EasyEmailSubject template. CSS formatting should be included inline with the HTML to ensure the formatting is presented in a uniform way in a wide variety of email clients. The following is an example. The CSS is bold.

<td width="25%" style="width:150px; border: solid 1px #000000; padding: 3px 3px; border-right: none;">
Workflow
</td>

TIP: The resource file is an XML file, so you cannot directly insert HTML code. All HTML characters that conflict with XML formatting characters must be escaped. The code snippet above would be written as follows inside the resource file.

&lt;td width="25%" style="width:150px; border: solid 1px #000000; padding: 3px 3px; border-right: none;"&gt;
Workflow
&lt;/td&gt;

Keys

The following keys can be used in the template messages. The level describes the place in the notification where the information is valid: the overall notification or the individual action. The action level is only useful in the body of the notification. For example, a notification email can contain many action types for one or more workflows. As a result the workflow name would not be useful in the subject of the email.

Key name Description Level Samples
ActionType Name of the action that have been performed. Action Transmission Completed,
Transmission Canceled,
Transmission Overdue
InitialDocumentName Name of a document related to the transmission. Not used
 
DueDate Due date of the action Action
 
WorkflowStatus Text describing the transmission status. Action Viewed, Not Submitted For Approval,
Pending Approval,
Approved,
Not Approved, Approval Postponed, Completed
WorkflowName Name of a transmission. Action The value can be defined when the transmssion is initiated if the workflow template allows it.
NumberNotification Number of transmission notifications that have been included in the one email message. Notification
 
ActionDate Date when a task has been performed. Action
 
Transmission Link Link to the Courier transmission report. Action
 
NotificationType Text describing the notification frequency. Notification Daily Summary,
Immediately,
Weekly Summary