General :: HOWTO E-mail Templates

Users can select a specific template for the e-mails sent by the system. By default, several macros are used and it is easy for users to modify the templates. 

NOTE: The settings can be reset to default by clicking the 'Reset' button

• New Extension Templates

Set e-mail templates that are used to send basic information about a newly created Extension.

NOTE: After introducing PBXware 4, the system started providing users with an e-mail and user password used for gloCOM registration. However, in some cases, when phones were not auto-provisioned, users still required their desk phone registration details to be sent which was not possible at that moment.

For this reason, we have added variables for a SIP User ID - %USERNAME% and the Extension Secret - %SECRET% that can be used to add the information to the e-mail template if required. We have also introduced the variable %PROXY% to e-mail templates that reference the value of gloCOM SIP Proxy in Tenant Settings.

New Extension Templates

	Variable	Meaning
SUBJECT	%SERVER%	Server/Tenant Name
TEMPLATE	%FULLNAME%	Extension Name
	%SERVICE_PLAN_HEADER%	Service Plan (Name)
	%NETWORK_NUMBER%	Extension Number
	%EMAIL%	E-mail of an Extension
	%PASSWORD%	User Password
	%PIN%	PIN
	%PBD_PIN%	PBD PIN
	%SERVICE_PLAN%	Service Plan of an Extension
	%DEVICE%	UAD
	%AUTOPROV%	Auto Provisioning
	%DETAILS%	Extension Details (E-mail, Password, Server)
	%SERVER_NAME%	Server/Tenant Name

• Password Recovery Template 

The ability to change the e-mail template for Forgot my password when users request a password change.

Password Recovery Template

	Variable	Meaning
TEMPLATE	%NAME%	Name
	%URL%	URL for Password Recovery
	%DATETIME%	Date/Time of a Password Recovery Request
	%IP%	IP Address of a Request
	%USERAGENT%	User Agent Used for a Request

• Call Rating Template

This is used to set an e-mail template for Extensions' soft and hard call rating limits.

NOTE: %CALLERID% is added to e-mail templates in 'Subject' and will be replaced with a Caller ID number.

Call Rating Templates

	Variable	Meaning
TEMPLATE	%USER%	Extension Name
	%LIMIT_TYPE%	Limit Type
	%LIMIT_VALUE%	Limit Value
	%SERVER%	Server/Tenant Name

• Incoming/Outgoing Limit Templates

Set the e-mail template used for sending e-mails when an Extension reaches its limit for the incoming/outgoing number of channels.

NOTE: %CALLERID% is added to e-mail templates in 'Subject' and will be replaced with a Caller ID number.

Incoming/Outgoing Limit Templates

	Variable	Meaning
SUBJECT	%LIMIT_TYPE%	Incoming/Outgoing Limit
TEMPLATE	%USER%	Extension Name
	%LIMIT_TYPE%	Incoming/Outgoing Limit
	%SERVER%	Server/Tenant Name

• Fax To E-mail Template 

Set the e-mail template used for sending a fax to e-mail when a fax is received.

NOTE: %CALLERIDNAME% will be replaced with a Caller ID Name. %DESTNUM% will be replaced with the DID number.

NOTE: %RSID% can be added to the subject of a template and to a template itself.

Fax To E-mail Template

Default Variables	Meaning	Can Be Applied to
%CALLERID%	CallerID	Subject; Template
%DATE%	Date of a Fax	Template
Other Available Variables	Meaning	Can be Applied to
%RSID%	Remote Station ID	Subject; Template
%CALLERIDNAME%	CallerID Name	Template
%DESTNUM%	DID number	Template

• Instant Recording Template

Set the e-mail template used for sending out instant recording e-mails.

NOTE:  %CALLERID% is added to e-mail templates in 'Subject' and will be replaced with a Caller ID number.

Instant Recording Template

	Variable	Meaning
TEMPLATE	%DATETIME%	Date/time of an Instant Recording

• Service Plans Templates

Set the e-mail template used for sending e-mails when a service plan price is not set.

NOTE: %CALLERID% is added to e-mail templates in 'Subject' and will be replaced with a Caller ID number.

Service Plans Templates

	Variable	Meaning
TEMPLATE	%FROM%	From
	%TO%	To
	%DATE%	Date
	%SERVICE_PLAN%	Service Plan of an Extension

• Emergency Call Template

Set the e-mail template used for sending e-mails when a new Emergency Call is created.

NOTE: %CALLERID% is added to e-mail Templates in 'Subject' and will be replaced with a Caller ID number. %TENANT_CODE% and %SERVER_NAME% can be added to the 'Subject' field and the body of an e-mail.

Emergency Call Template

	Variable	Meaning
TEMPLATE	%EXT%	Extension Number
	%NUMBER%	Emergency Number
	%LOCATION%	Location

• Archiving Template

Set the e-mail template used for sending e-mails when the Archiving status changes.

Archiving Template

	Variable	Meaning
TEMPLATE	%STATUS%	Status of Offload
	%DATE%	Date of Finishing
	%TIME%	Time
	%REPORT%	Report
	%SERVER%	Server/Tenant name

• Voicemail E-mail Template

Set the e-mail template used for sending e-mails when a new voicemail is received.

Voicemail E-mail Template

	Variable	Meaning
SUBJECT	%VM_MSGNUM%	Number of a Voicemail Message
	%VM_MAILBOX%	Voicemail Mailbox
TEMPLATE	%VM_NAME%	Voicemail Name
	%VM_DUR%	Duration of a Voicemail Message
	%VM_MSGNUM%	Number of a Voicemail Message
	%VM_MAILBOX%	Voicemail Mailbox
	%VM_CALLERID%	CallerID of a Voicemail Sender
	%VM_DATE%	Date of a Voicemail

• Voicemail Blocked E-mail Template

Set the e-mail template used for sending e-mails when a new voicemail is blocked.

NOTE: Please note that emails regarding voicemail-blocked notifications will be sent to all Administrators set under 'Site Accounts' > 'Administrators'.

Voicemail Blocked E-mail Template

	Variable	Meaning
TEMPLATE	%EXT%	Extension Number
	%DATE%	Date of a Blocking Voicemail
	%ATTEMPTS%	Number of Attempts
	%MAXATTEMPTS%	Number of Max. Attempts
	%TENANT_CODE%	Tenant Code

• E-mail to Fax Template

Set the e-mail template used for sending e-mails when a new e-mail to fax is sent.

E-mail to Fax Template

	Variable	Meaning
TEMPLATE	%STATUS%	Sent Fax Status
	%NUMBER%	Extension number to which the fax was sent
	%DATE%	Date
	%FILE%	File to be sent

• Meeting E-mail Templates

Set the e-mail template used for sending e-mails when a new meeting is created, updated, or canceled.

NOTE: %DURATION% represents the meeting's time duration. %DIDS% shows DIDs to dial if joining the meeting's audio conference only. %DID_LINKS% is similar to DIDs, but formatted as a tel:// link. The link contains the appropriate user information that the dialing client can use to send DTMF signals i.e. 'Meeting Number' and 'Participant Number' so that the user does not have to type them.

• Meeting Daily E-mails

Set the e-mail template used for sending daily meeting e-mails containing information on any scheduled meetings for the day. For daily meetings, the Outline and Element templates work together to form an e-mail.

NOTE: The list of upcoming meetings for that day will be placed where the %ELEMENTS% tag is. The Element template describes a single entry in the list, which will be repeated accordingly.

Meeting Daily E-mails

	Variable	Meaning
OUTLINE	%ELEMENTS%	Elements of a Meeting
ELEMENT	%MEETINGNAME%	Meeting Name
	%DATETIME%	Date/Time of a Meeting
	%ORGANISER%	Organizer of a Meeting
	%APPNAME%	Name of the application
	%ELEMENTS%	Elements of a Meeting
	%YEAR%	Current Year
	%MEETINGNUMBER%	Number of the Meeting
	%TIME%	Meeting Start Time
	%JOINLINK%	Link to web application meeting link

• Meeting Invite E-mails

Set the e-mail template used for sending e-mails to participants when a new meeting is created.

Meeting Invite E-mails

	Variable	Meaning
SUBJECT	%MEETINGNAME%	Name of a Meeting That You Were Invited To
TEMPLATE	%MEETINGNAME%	Name of a Meeting That You Were Invited To
	%DATETIME%	Start Time of a Meeting
	%MEETINGNUMBER%	Number of the Meeting
	%PARTICIPANTID%	Your Participant's ID
	%APPNAME%	Name of the application
	%ORGANISER%	Meeting Organiser
	%JOINLINK%	Link to web application meeting link
	%DURATION%	Duration of the meeting
	%DID_LINKS%	Link to Call-in number
	%YEAR%	Current Year

• Meeting Update E-mails

Set the e-mail template used for sending e-mails to participants when the meeting has been updated.

Meeting Update E-mails

	Variable	Meaning
SUBJECT	%MEETINGNAME%	Name of a Meeting That Has Been Updated
TEMPLATE	%MEETINGNAME%	Name of a Meeting That Has Been Updated
	%DATETIME%	New Start Time of a Meeting

• Meeting Cancel E-mails

Set the e-mail template used for sending e-mails to participants when the meeting has been canceled.

Meeting Cancel E-mails

	Variable	Meaning
SUBJECT	%MEETINGNAME%	Name of a Meeting That Has Been Canceled
TEMPLATE	%MEETINGNAME%	Name of a Meeting That Has Been Canceled
	%DATETIME%	Start Time of a Canceled Meeting

• DIDs Missed Calls Template

Set the e-mail template to be generated for any missed calls on a DID.

DIDs Missed Calls Template

	Variable	Meaning
TEMPLATE	%ROWS%	Rows of All Missed DID Calls

• Conference Recording Template

Set the e-mail template used for sending e-mails when a new conference recording is created.

Conference Recording Template

	Variable	Meaning
TEMPLATE	%CONF_NAME%	Conference Name
	%CONF_NUMBER%	Conference Number
	%DATE%	Date of a Conference Recording

• Directory Sync Summary Template

Set the e-mail template to be generated for any changes, errors, or failed Extension syncs. The %ATTACHMENT_MESSAGE% variable refers to the .txt file that will be sent together with the e-mail. It contains further information about why the sync failed or the problem arose.

NOTE: *%SERVER% and %TENANT% variables can be added to the e-mail template. %SERVER% points to Master Tenant's Name and %TENANT% points to the Tenant's Number. These variables help differentiate the same e-mails sent to various Tenants.

Directory Sync Summary Template

	Variable	Meaning
TEMPLATE	%DATE%	Conference Name
	%ADDED%	Added
	%MODIFIED%	Modified
	%DELETED%	Deleted
	%FAILED%	Failed
	%ATTACHMENT_MESSAGE%	Attachment Message