Creating an Email Notification Template

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Crowd uses an email template to build the content of an email message that Crowd sends to a user. Crowd provides the following email templates:

HTML email templates

Crowd Data Center 5.0 introduces support for HTML email templates. When HTML is selected as the email format, Crowd will process HTML content in email templates and send emails in HTML (rather than plain text) format.

Crowd will not automatically convert templates when changing the email format, so make sure to modify the templates automatically when changing the format.

To enable HTML email templates:

  1. Log in to the Crowd Administration Console.
  2. Click the 'Administration' tab in the top navigation bar.
  3. Click 'Mail Template' in the left-hand menu.
  4.  Select the appropriate 'Format'
  5. Click 'Update'.

Email Template for Password Resets (Forgotten Passwords)

This is a template for the email sent when an administrator asks a user to reset their password and when a user asks to reset their own forgotten password.

To edit the email template for password resets,

  1. Log in to the Crowd Administration Console.
  2. Click the 'Administration' tab in the top navigation bar.
  3. Click 'Mail Template' in the left-hand menu.
  4. In the 'Forgotten Password Template' text box, enter the text and macros that will form the body of the email message. Use a macro when you want to include a variable into the email text. Crowd will replace the macro with the relevant value when it sends the email. Below are the available macros and their replacement values:
    • $username – The username of the person who will receive the email.
    • $firstname – The user's first name.
    • $lastname – The user's last name.
    • $deploymenttitle – The title of your Crowd site, as defined in Deployment Title.
    • $date – The date/time of the message event.

    • $resetlink – The automatically-generated URL that the user can click, allowing them to choose a new password.
      Note: To ensure that the password reset URL will include the correct domain for your Crowd server, please make sure that Crowd's base url is set correctly in the Server Settings screen.


  5. Click 'Update'.

(info) Earlier releases of Crowd supplied the '$password' macro to represent the user's new password, automatically generated by Crowd. Crowd no longer generates a new password, but instead generates a link that the user can click to choose their own new password. For backwards compatibility, if your email template contains the '$password' macro, Crowd will now replace it with the text 'available at (link)'. The '(link)' will be the same as now available in the '$resetlink' macro.

Email Template for Forgotten Usernames

This is a template for the email sent when a user requests their forgotten username.

To edit the email template for forgotten usernames,

  1. Log in to the Crowd Administration Console.
  2. Click the 'Administration' tab in the top navigation bar.
  3. Click 'Mail Template' in the left-hand menu.
  4. In the 'Forgotten Username(s) Template' text box, enter the text and macros that will form the body of the email message. Use a macro when you want to include a variable into the email text. Crowd will replace the macro with the relevant value when it sends the email. Below are the available macros and their replacement values:
    • $username – The username of the person who will receive the email.
    • $firstname – The user's first name.
    • $lastname – The user's last name.
    • $deploymenttitle – The title of your Crowd site, as defined in Deployment Title.
    • $date – The date/time of the message event.
    • $email – The email address that the user entered when requesting forgotten usernames. This is the address to which the email message is sent.
    • $admincontact – The email address of the Crowd administrator.
  5. Click 'Update'.

Email template for Password expiry reminders

This is a template for the email sent when the Configuring an Internal Directory for password expiry is reached.

To edit the email template for password expiry reminders,

  1. Log in to the Crowd Administration Console.
  2. Click the 'Administration' tab in the top navigation bar.
  3. Click 'Mail Template' in the left-hand menu.
  4. In the 'Password expiration reminder template' text box, enter the text and macros that will form the body of the email message. Use a macro when you want to include a variable into the email text. Crowd will replace the macro with the relevant value when it sends the email. Below are the available macros and their replacement values:
    • $username – The username of the person who will receive the email.
    • $firstname – The user's first name.
    • $lastname – The user's last name.
    • $daysToPasswordExpiration – The amount of days left until the user's password expires.
    • $changePasswordlink – The link to the change password page of your Crowd site.
    • $admincontact – The email address of the Crowd administrator.
    • $deploymenttitle – The title of your Crowd site, as defined in Deployment Title.
    • $date – The date/time of the message event.
  5. Click 'Update'.

Email template for Email validation requests

This is a template for the email sent to the user's new email address when an email address change is initiated.

To edit the email template for email validation requests,

  1. Log in to the Crowd Administration Console.
  2. Click the 'Administration' tab in the top navigation bar.
  3. Click 'Mail Template' in the left-hand menu.
  4. In the 'Template for validation message' text box, enter the text and macros that will form the body of the email message. Use a macro when you want to include a variable into the email text. Crowd will replace the macro with the relevant value when it sends the email. Below are the available macros and their replacement values:
    • $firstname – The user's first name.
    • $lastname – The user's last name.
    • $validationLink – The automatically-generated URL which allows the user to validate their new email address.
  5. Click 'Update'.

Email template for Email change confirmations

This is a template for the email sent to the user's current email address when an email address change is initiated.

To edit the email template for email change confirmations,

  1. Log in to the Crowd Administration Console.
  2. Click the 'Administration' tab in the top navigation bar.
  3. Click 'Mail Template' in the left-hand menu.
  4. In the 'Template for email change message' text box, enter the text and macros that will form the body of the email message. Use a macro when you want to include a variable into the email text. Crowd will replace the macro with the relevant value when it sends the email. Below are the available macros and their replacement values:
    • $firstname – The user's first name.
    • $lastname – The user's last name.
    • $newemail – The user's new email address.
    • $admincontact – The email address of the Crowd administrator.
  5. Click 'Update'.
Last modified on May 17, 2022

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