Language Support

The Subject, Greeting, and Footer text fields all support international text (UTF-8).

Default e-mail template content and options

The default e-mail template contains editable pre-populated content and has all options enabled:

• Sender’s e-mail address in the format donotreply@<OriaPublicFQDN>.com. The service provider can change the sender’s e-mail address if required.

• Greeting text.

• Footer text.

• Subject text: "Welcome to the User Portal", <lastname, firstname of the user as a suffix>

  Note

  The Subject field supports plain text only.

• All the options are selected for the e-mail and portal.

• Branding in the e-mail is picked up from the service provider’s branding. The banner image is used in HTML e-mail messages.

Assign e-mail permissions

A service provider must assign customer administrators the e-mail capability in the Admin Bundle to allow them to resend the Welcome e-mail, reset passwords, and preview e-mail messages. The automatic sending of the Welcome e-mail on user creation is always set by the service provider.

The e-mail capability in Admin Bundle is required to let the Customer Admin send Welcome e-mails, reset passwords and preview e-mails. If a customer is not assigned with a bundle with the e-mail capability, only the service provider can "login as" a customer administrator to resend Welcome Emails or reset passwords. The customer administrator will not see those actions.

However, enabling or disabling the e-mail capability from the Admin bundle does not affect the automatic sending of Welcome Emails on user creation. The automatic sending of the Welcome e-mail is governed by a checkbox in the add/edit customer page.

Here is a summary of the permissions granted for e-mail templates and messages:

• E-mail template privileges are managed through Operations profiles.

• Only the service provider can create e-mail templates.

• A service provider should not include the e-mail capability in the Admin Bundle assign to a customer if the permission to send e-mail messages is not wanted.

• A service provider configures whether Welcome e-mail messages are automatically sent when a user is created. This will be done while creating the customer.

• A customer can send Welcome e-mail messages only when the Welcome e-mail template is assigned to them by a service provider.

• A customer can resend a Welcome e-mail or reset a password when assigned a bundle with those rights.

• With e-mail rights, a customer can upload instructions when configuring the e-mail template.

The instructions are sent with the e-mail and also appear on the My Services page.

Customize the Welcome e-mail content

You can customize the information in the welcome e-mail and have it automatically sent when a customer adds a new user to the portal. Service providers assign e-mail templates to Customers during Customer creation. Customers can then use the templates to send automatic e-mail messages with relevant information. For example, sending a reminder e-mail message when a password is reset.

Access to the Welcome e-mail feature is granted through:

• Any operations profile with the permission to create customers has access to the Welcome e-mail feature.

• All the Admin bundles that allow you the creation of users have access to the Welcome e-mail.

To customize the Welcome e-mail:

1. Configure the username in the subject of the e-mail and choose whether the name has a suffix or a prefix.

2. Add a custom header and footer. Headers and footers can contain HTML content.

3. Customize the e-mail message as required. You may want to include a note for the user who will install additional MiCollab Clients (for PC, Mac, or Mobile) that they will receive one or more additional e-mails with instructions for installing the MiCollab Clients on the various platforms.

4. Choose the options to include in the e-mail for the user, for example, the user name, password, links to application downloads and so on. Only the selected options appear in the e-mail message and the Services page.

5. (optional) Upload setup instructions that you want to send as an attachment.

To preview the Welcome e-mail:

1. Click Customer > View Customers.

2. Select the Customer and click the Log in as Customer icon.

3. From the Customer Administrator portal, click the Users and select the user.

4. Click More > Preview Email.

To resend the Welcome e-mail:

1. Click Customer > View Customers.

2. Select the Customer and click the Log in as Customer icon.

3. From the Customer Administrator portal, click the Users and select one or more users.

   An information pop-up is displayed if more than 25 users are selected. Click OK to continue or Cancel to cancel the action.

4. Click More > Resend Welcome Email.

To reset the password:

1. Click Customer > View Customers.

2. Select the Customer and click the Log in as Customer icon.

3. From the Customer Administrator portal, click the Users and select one or more users.

   An information pop-up is displayed if more than 25 users are selected. Click OK to continue or Cancel to cancel the action.

4. Click More > Reset Passcode.

Create e-mail templates

A service provider or anyone with e-mail template privileges can create and configure e-mail templates for customers. Customers then use the templates to send e-mail messages with specific information in them to one or more customers. For example, an e-mail message that reminds users to change their password.

To create an e-mail template:

1. From the System tab click Email Template and then click Create Email Template.

2. If creating a template for a customer, select Customer Template and click Next.

3. Enter the e-mail template details and select the content to include in the e-mail message.