Modifying templates for Self Service Portal notifications

Alloy Navigator Express provides four pre-defined templates for e-mail notifications to Self Service Portal customers and manager:

  • Password Notification - this message is used when customers report that they forgot a password. A new password is generated and included in the notification text. We recommend that customers change their auto-generated passwords from the Self Service Portal profile page.

  • Manager Notification - this message is sent to the manager when new self-registered accounts are created (if self-registered customers gain access to the SSP without authorization).

  • Authorization Request - this message is sent to the manager when new self-registered accounts are pending for moderation (if self-registered accounts must be authorized by the manager).

  • Registration Confirmation - this message is sent to customers when their self-registered accounts are created and approved.

    NOTE: The latter three notifications are send when self-registration is enabled. Manager notifications requires that the manager's e-mail address is specified. For details, see Configuring self-registration.

In the Customization > General > Self Service Portal > E-mail Templates section, review these templates and personalize them as needed before use.

To modify an SSP notification template:

  1. Under Customization > General > Self Service Portal >E-mail Templates, double-click a template to personalize. The Edit Template window opens.

  2. In the Name field, change the template name if needed.

  3. Customize the subject and message text. You can combine static text and dynamic content (object fields and macros). To insert a placeholder for a dynamic value, click the location where you want to insert it, click Insert Placeholder, and select the content using the Select Placeholder window.

  4. TIP: To insert a placeholder into the subject, you will need to click the ellipsis button in the Subject field.

The following SSP Customer account fields are available in the Object Fields category of the Select Placeholder window:

Field Name Inserted Value Placeholder

Last IP

The IP address of the client computer where the notification was initiated. Depending on the configuration of the customer's network, the placeholder may produce the IP address of the customer's computer running the Web browser or the IP address of the proxy server (including transparent proxy) between the customer's computer and the Internet.

%[DBF Last_IP]%

Login

The user name (login) of the current SSP Customer account.

%[DBF Login]%

Password

The password of the current SSP Customer account (only for Standard authentication).

%[DBF Password]%

Person->[Field]

The specified field from the Person record associated with the current SSP Customer account.

NOTE: If you want to use this placeholder in the "Authorization Request" notification template, make sure that the Create Service Action for Person records contains the specified field. For details, see Configuring self-registration.

%[DBF Person_ID.Field]%

for example:
%[DBF Person_ID.Primary_Email]%

Pswd LastChange

The date and time of the last password change for the current SSP Customer account (only for Standard authentication).

NOTE: You cannot use this placeholder in the "Authorization Request" notification template.

%[DBF Pswd_LastChange]%

In addition to those object fields, system and user macros are also available. For details, see Inserting placeholders.

IMPORTANT: Make sure to replace the http://yourservername/SelfServiceDesk dummy address used in the Password Notification and Registration Confirmation templates with the actual link to your Self Service Portal.

  1. If you want to set the HTML format for your notifications, click HTML text and use a standard HTML e-mail editor for text formatting, numbering, bullets, alignment, horizontal lines, images, etc. or edit the message HTML code directly. For details, see HTML formatting.

  2. Click OK.