9. Notifications

Global Settings

By going to Notifications → Global Settings administrators can configure when email notifications are sent by MetaDefender Vault.

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Notify the owner when a file is blocked by Metadefender Core

Turn on this option in order to receive an email notification when the file you uploaded has been blocked by Metadefender Core.

Notify the owner when a file failed to process with Metadefender Core

Turn on this option in order to receive an email notification when the file you uploaded has failed processing with Metadefender Core.

Notify administrators when an upload fails

Turn on this option in order to send an email notification to all administrators when a file cannot be uploaded.

Notify the owner when the file is downloaded

You can also select to receive a download notification when the file is downloaded by someone:

  • select On First Download if you only wish to receive a notification the first time a user downloads the file

  • select On Every Download If you wish to receive a notification every time a user downloads the file

  • select Never If you do not want to receive a notification when any user downloads the file

Please note that download notifications are not sent when the owner downloads his own file.

If the administrator has not yet configured a valid SMTP server, these notifications will not be sent.

SMTP

The SMTP configuration is required to enable notifications. You must be logged in as an administrator to access this page, which is located at NotificationsSMTP in the sidebar menu.

Note

In order to successfully configure SMTP settings the user that enables SMTP must have a valid email address that can be used by the specified SMTP server to send a test email specifying that the SMTP is correctly configured in MetaDefender Vault.

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Standard Settings

The host field should contain the IP or DNS where your SMTP server is located. If your SMTP server requires a different port than 25, you can change the default value for the port as well.

Advanced Settings

Select Enable SSL to specify whether SSL is used to access the configured SMTP host. Select Ignore Certificate if you wish any SSL certificate warnings to be ignored.

If the SMTP host requires authentication you must enter your credentials.

(Note: the DOMAIN field can be left empty if it's not required)

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Email Templates

MetaDefender Vault includes a number of email templates that are used for notifications. The following email templates are available:

Recipient

Available Templates

Description

Administrator

Generic Admin Notification

Template for generic alert to administrator. An unexpected error occurred and all the administrators are notified

Failed Upload

There has been a failure to upload or process a specific file

Supervisor

File Pending Approval

A file is waiting for supervisor approval

End User

Upload Successful

A file has been uploaded by you successfully

Upload Via Kiosk Successful

One or more files have been uploaded via Kiosk

Successful Download

A file shared by you has been downloaded by another user

Successful Download Anonymous

A file shared by you using No Authentication has been downloaded anonymously

File Blocked

A file shared by you has been blocked by Metadefender Core

Signature

Company/user signature that can be inserted into other templates

Files Shared

One or more files have been shared with you and are available for download

File Unshared

A file is not shared with you anymore

File Unlock Successful

A file shared by you has been unlocked

File Approved

A file you shared/uploaded has been approved by a supervisor

File Rejected

A file you shared/uploaded has been rejected by a supervisor

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Field

Description

Example

Template Type

The type of the template you wish to change

Files Shared

From address

An email address to use for the 'From address' field in the email

administrator@company.com

Override from address

If checked, the actual user's email address will be used instead

Check this option if you wish to appear as john@company.com is sending an email to Mark when John has shared a file with Mark.
Do not check this option if you wish to appear as administrator@company.com is sending an email to Mark when John has shared a file with Mark.

From

The name to use for the 'From' field in the email

Administrator

Override from

If checked, the actual name of the user will be used instead

Check this option if you wish to appear as John is sending an email to Mark when John has shared a file with Mark.
Do not check this option if you wish to appear as Administrator is sending an email to Mark when John has shared a file with Mark.

Subject

The subject of the email notification

Files have been shared with you

If you wish to view or change these notifications, you can do so by selecting an email template from the list. Make your desired changes and click Save. To revert back to the default template, click on Reset to default.

You will be able to edit the text and email format. The following options are available: bold, italic, underlined, font, font size, font color, fill, align left, align middle, align right, justify, bullets, numbered lists, decrease indent, increase indent, format style, insert link, and insert image.

Resetting email templates to default

For each email template, there is an option to reset them to default version. When you are clicking 'Reset template to default' button you will lose your changes and the template will be reverted to the initial version of the template.

Note

Getting the latest version for templates after upgrading MetaDefender Vault

From one version of MetaDefender Vault to another the default templates are subject to change. In order to get the latest templates after performing a product upgrade, you should use 'Reset template to default' button for each template.

Note: by resetting the template to default you will lose any custom changes for that template.

Merge fields

A merge field is a placeholder that will be dynamically resolved before sending the specific notification. For example, inserting [%]DateAndTime[%] merge field in your template will result in the field being replaced with the actual date and time before sending the notification via email.

Note

Some of the merge fields are not available for every template. Please use only fields that can be retrieved for the specific template.

The following merge fields can be used (depending on the email template):

Field name

Field Description

[%]ToNameGeneric[%]

Name in the To field

[%]FromName[%]

Name of the user who sent the transfer

[%]FromEmail[%]

Email address of the user who sent the transfer

[%]CreateAccountLink[#]insert link text[%]

Link to create a new account

[%]InitialSenderName[%]

Sender name.

[%]TransferSubject[%]

Subject that was entered for the transfer

[%]DateAndTime[%]

Date and Time when the transfer was sent

[%]FileList[%]

List of the files in the transfer

[%]FileName[%]

File name

[%]DownloadedByName[%]

Person who downloaded the file

[%]Signature[%]

Contains the company/user signature as configured in the Signature template under Notifications → Email Templates

[%]Expiry Dates For Every Attachment[%]

The date when each individual file in the transfer expires

[%]Download Authentication Mode[%]

The authentication mode the transfer was sent with (i.e. Standard Authentication or Advanced authentication)

[%]DaysUntilTransferExpiration[%]

Days until the entire file transfer will expire

[%]DateWhenTransferExpire[%]

Date on which the file transfer will expire

[%]RemainingDownloads[%]

Remaining number of downloads

[%]FileExpirationDate[%]

Date on which the file will expire

[%]OptionalMessage[%]

The optional message sent at invitation

[%]IpAddress[%]

IP from the machine where the download occurs