In the Settings menu, you can change/add mail configurations, see the mail log of your company, and edit/create mail templates for different languages.
In this article:
In the Email menu, you have an overview of your company's mail configuration.
The "Provider default" config is enabled by default. This is the mail configuration of your reseller, and they are responsible for it. This configuration can never be deleted or edited.
If you have your own mail server and wish to configure RushFiles to use it, you need to click on Add Config. This will show a new pop-up:
You have to fill out the following fields:
Name: the name of the configuration as it will appear in the Email menu (like "Provider Default").
Server address: the address of your mail server.
Server port: the port your mail server communicates through.
Default sender: the email address that will send the system emails.
Username: the username of the default sender (usually the same as default sender).
Password: the password of the default sender.
Email: this is not required, but you can send a test mail using the configuration to this email address (auto-filled with your currently logged-in user's email address) by pressing the button.
Encoding: the type of encoding your emails will use.
Use SSL: if turned on, your emails will be encrypted using SSL/TLS.
✔ You can change to the new mail configuration by selecting it in the list, and then clicking the button.
✔ You can edit any mail config, except the default one, by selecting it in the list, and then clicking the button.
✔ You can delete any mail config, except the default one, by selecting it in the list, and then clicking the button.
Here, you have an overview of all the emails that have been sent by your company.
Let's look at what the columns mean:
Date: the date the email was sent.
Email: the type of email. See templates.
Recipient: the email address of the recipient.
Status: the delivery status of the mail.
In the Templates menu, you can freely edit the template of each email type for several languages.
3.a) Email types
Invitation new user: sent to users when they are created as a user in RushFiles for the first time. This email contains a link for setting up a password for the user.
Invitation to share: sent to users when they are added to a Share.
Reset password: sent to users when they request a password reset link, or the Resend invitation/password mail option is used.
Welcome admin: sent to users that have been assigned as administrator.
Limit exceeded: sent to admin users when their amount of data / number of users has reached a certain percentage (80%, 100%, 120%) of the limit set by the reseller.
3.b) Edit templates
To edit a template, click on the language code in the circle ( EN, DE, NL, etc.)
This shows you the template that is set for the given email type in the given language.
A. Edit the Subject content to change the subject field of the email.
B. Use the button under Send test mail to send a test email to the given email address.
C. Switch between Draft and Published to enable or disable the usage of this template. If your template is only a draft, your reseller's default template for the given language will be used.
D. There are some information that the email has to contain, depending on the template. These are listed under Required tags. Just click on the tag you want to add, and it will be placed in the template. Missing tags are shown with the standard font-weight, while tags that are already in the template are displayed in a lighter font. If you have missing tags, you can't publish the template and it will not be used.
E. Use the text editor to edit the template. Press to edit in HTML form. Press the button to preview your mail.
F. Press Save to save your changes.
3.c) Add templates for a different language
By default, you will only have English templates available.
To add more languages:
✔ Go to Account, and set the Mail language to the language you want to add.
✔ Come back to Settings -> Templates, and click on one of the buttons.
✔ Save the template that pops up.
✔ Notice that you now have access to templates in this language.
✔ Click on the corresponding language circle to edit these templates until you are satisfied. Don't forget to save and publish them.
✔ The mails will now be sent in the language you've set in "Mail language", using the templates you have just made for that language.