Some functionality has changed: You can now find an overview of all your notification emails in a dedicated setting under Email - System Emails.
Just like any text which is visible in your community can be changed via what we call a "phrase", you can also adjust the emails via our "phrases tool".
Should you not be familiar with phrases at all: A phrase is basically the universal label for a piece of text. If you know the phrase, you can use it to tell your community what to display e.g. in a button. If you want to read more about this, then have a look here.
As the notification emails are not visible within the front-end of your community, you cannot simply activate the phrase tool and change it by clicking on it. You will need to do this via the control environment.
Tip: To prevent any issues, we recommend to use your staging environment for a first try. Not sure where to find it? Ask our support team and we will give you access.
Let''s go through the different steps in detail:
1. Determine which email needs to be changed
Should you not be able to tell which phrase to search for, then you can find a list of all the emails which your community sends below, including the corresponding phrase.
Account activation email
Module: forum.mail.useractivation
Key: body
This notification will not be used if you are using an SSO login (so a login via your own company environment). Then the user will not receive an activation email.
Account activated email
Module: forum.mail.useractivated
Key: body
New reply
Module: Mail
Key: post_create
New topic
Module: Mail
Key: topic_create
Question has been marked as answered
Module: Mail
Key: topic_answered
Mention
Module: Mail
Key: mail.user.mentioned.body
Private message
Module: Mail
Key: pm_create
Password reset email
Module: Mail
Key: passwordlink
Reported post
Module: Mail
Key: post_report
2. Locate the phrase
Once you know which phrase you would like to change, go to the control environment of your community, and go to [Settings] - [Phrases]. You will see an overview of the phrases which have been activated/changed on your community. Go to the search bar in the top right and type in the Module name of the phrase which you would like to edit (most of the times you can simply search for "Mail"). You will now see the email popping up:
3. Extract the HTML code and add it to a HTML editor
Now simply click on "Edit" and copy the code to your clipboard (the code will be displayed in the small box on the bottom left). To perform changes to it, you will need to add it to an HTML editor.
There are several ones out there which are for free and let you do the changes rather easily, one that we can recommend is htmlg. On the left side you will see the preview, on the right side you will have to add the raw HTML code that you have copied in the previous step:
Now change what you would like to see changed in the left window, the website will automatically adjust the HTML code for you!
4. Minify the code
Once you have done all the changes, you should minify the code. This basically means that the HTML code is being reviewed and shortened by a tool, so that it is not too "heavy", which could cause issues.
To minify the code you can visit websites like Minify code: paste it into the box, click on "Minify" and then copy the improved code afterwards.
5. Add the minified code
Now the only thing you need to do is to paste the code back to the phrase, and save it. Done! Your email should be looking much better now!
Please don''t forget to test the email once you have updated it, to make sure that there are no issues.
Do you have questions or issues around updating your notification mails? Let us know in the comments!
Important: Each notification supports different “variables”, e.g. to automatically include the username or the url. Make sure to not mix up the variables between notifications. The topic below includes a document with all templates and variables we currently support.
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