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System email templates

avatar of Kira Hartley

Kira Hartley

Last updated

This task is for users with the following roles: OC Site Manager and OC System Administrator.

Admin users and residents using your site will sometimes receive emails from the system notifying them of specific events and providing links to assist them. For example, when an admin user requests a password reset, they will receive the [Site] Reset Password Email containing a link allowing them to reset their admin password.

You can edit the content of these emails, the name and address they're from, and the email's subject line, but remember that future releases impacting these templates will reset any edits you make. To see these email templates:

  1. Go to More > Email Templates from the main menu.
  2. Expand the System Email Templates accordion menu.
  3. Select the template you're looking for. You can edit the template's Subject, From name, and From email in the Overview tab and the content of the email in the Alternate Views tab.
  4. Save when you're finished.

By default, emails sent from the OpenCities admin will be sent from noreply@opencities.com. You can change this email to one using your organization's domain (noreply@councilname.gov, for example), but you may have internal email filters blocking them. To ensure the receipt of these emails, your IT team will need to update your Sender Policy Framework (SPF) record to include 168.245.5.8.

There are many System Email Templates. This table outlines when each email will send and who receives the email.

Template

Event

Recipient

[Site] Reset Password Email

Note: there will be a specific version of this template for each site you have.

An admin user has requested a password reset. Contains:

  • Password reset link
The admin user who requested a password reset
Content Archive Notification

A page has been archived. Contains:

  • Name of page archived
  • Other pages that link to the archived page
The page owner of the archived page
Content Changed Notification

Notification that an update has been made to a page for which you have created a language pack translation. Contains:

  • The name of the updated page
  • A link to the admin of the page translation
  • A message from the content author who made the update (if they left one)
The page owner of the translation
Content Comment Notification

Notification that an approver has left a comment on a page submitted to a workflow or external review. Contains:

  • The user who left the comment
  • The name of the page
  • The comment left by the approver
The page owner of the page in the workflow, or the user who submitted the page for external review
Content Deactivate Notification

Notification that a page is about to reach its Deactivate date. Contains:

  • The name of the page
  • A reminder to review the page
The page owner of the page being deactivated
Content Deletion Notification

Notification that a page has been deleted. Contains:

  • The name of the deleted page
  • Other content that links to it
The page owner of the deleted page
Content Review Notification

Notification that a page has reached its Review date. Contains:

  • The name of the page ready for review
The page owner of the page to be reviewed
Content Review Request

Notification of a request to Review specific content. Contains:

  • A token link to the page's admin, with a comment field (one-time use only)
  • A token link to a preview of the page with a comment field (one-time use only)
  • The name and email of the page author who submitted the page
  • The content path of the page
The external reviewers (specified by email address)
File Archive Notification

A file has been archived. Contains:

  • The file name
  • Other content that links to it
The owner of the file being archived
File Deactivate Notification

Notification that a file is about to reach its Deactivate date.

  • The file name
The owner of the file about to deactivate
File Review Notification

Notification that a file is about to reach its Review date. Contains:

  • The file name
The owner of the file ready for review
File Unshare Notification

A file has been moved out of the shared folder it was in. Contains:

  • The file name
  • Content that links to the file
The owner of the file that has been moved
Media Conversion Error Notification

The system cannot convert an uploaded media file to a compatible format across different browsers. Contains:

  • File owner's name
  • The file name
  • The requested format
The user attempting to upload the media file.
Content Subscription Already Subscribed

Notification that a user has subscribed to content they are already subscribed to. Contains:

  • The name of the page to which the user is subscribed
  • A link to unsubscribe
The subscribed user
Content Subscription Confirm Subscription

Notification confirming a new subscription to content. Contains:

  • The name of the page
  • An unsubscribe link
The subscribed user
Content Subscription Update Notification

Notification that a subscribed page has been updated. Contains:

  • The name of the page
  • A link to the page
  • An unsubscribe link
The subscribed user
Content Subscription Verify Subscription

Notification that the user has to confirm a page subscription. Contains:

  • The name of the page
  • A subscription confirmation link
The subscribed user
Event Add To Calendar Email

Sends an invitation to the event, which allows users to add it to their email calendar. Contains:

  • A short description of the event
  • A link to the event page

Sends an event invitation to all addresses added to the Email Address field on the event page.

Member Reset Password

A MyCity user has requested a password reset. Contains:

  • A password reset link

The MyCity user who requested a password reset

Member Reset Password Successful Notification that a MyCity password has been recently reset. The MyCity user who reset their password
Member Verify Email to Create Account

Notification to verify a new MyCity user account. Contains:

  • A confirmation code the user can copy into the MyCity portal
  • A verification link the user can select instead of using the confirmation code
The new MyCity user
Member Verify Email to Update Email Address

Confirmation when a user updates the email address connected to their MyCity account. Contains:

  • The new email address
  • A confirmation link

The MyCity user who requested an email change

Note: the email will be sent to the new email address connected to the account.

Member Welcome Email

A welcome email to new MyCity users. Contains:

  • A link to the MyCity dashboard
The new MyCity user
MyCity Content Published Notification

Notification that a member-submitted page has been reviewed and published. Contains:

  • The name of the page
  • The site on which it's been published
  • A link to the live page
The MyCity user who submitted the page
MyCity Content Review Notification

Notification that the review date for a member-submitted page is coming soon. Contains:

  • The name of the page
  • A link to the live page
The MyCity user who submitted the page ready for review
Search Subscription Confirm Subscription

Confirmation that the user has subscribed to new search results on a listing page. Contains:

  • The search name
  • The search criteria
  • An unsubscribe link
The subscribed user
Search Subscription Update Notification

A notification that a new result has been found for a subscribed search. Contains:

  • The search name
  • The search criteria
  • The new result
  • An unsubscribe link
The subscribed user
Search Subscription Verify Subscription

Notification to verify a new search subscription. Contains:

  • The search name
  • The search criteria
  • A confirmation link
The subscribed user
Page Subscription Confirmation

Notification to confirm a new page subscription. Contains:

  • The page name and link
  • A confirmation link
The subscribed user
Page Update Notification

Notification that a subscribed page has been updated. Contains:

  • A link to the page
  • A link to unsubscribe
The subscribed user
User Account Activation

Notification that a new admin user account was created. Contains:

  • The site name
The new admin user
User Account Creation

Notification that a new admin user needs to set a password to access the admin. Contains:

  • An admin password reset link
The admin user who needs to set their password
User Account Forgotten Password

A password reset link sent when admin users request a new password. Contains:

  • An admin password reset link
The admin user who requested a new password
User Account Lock

Notification that an admin user account has been locked. Contains:

  • The lockout timeframe

The admin user whose account was locked

User Account Password Reset

Notification that an admin user's account has had a forced password reset. Contains:

  • The new password
The admin user whose password was reset
Workflow Pending Review Notification

Notification that content has been waiting for review in the workflow for some time. Contains:

  • The page name
  • The workflow name
  • The number of days pending
The approvers specified for that workflow
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