Template Definitions and Policies

Template Definitions add metadata to the files mxHERO saves, using the metadata templates you already have in Box or Egnyte. For example, every saved invoice can get a caseId and client field filled from the email. A Template Policy chooses which definition to apply to each email. This page explains how to create both and how to use them in a rule.

Note: These are storage metadata templates. To customize the text of link and password notification emails, see Notification Templates.

Before you begin

• Supported storage: Box (enterprise metadata templates) and Egnyte or Egnyte Gov (metadata namespaces). OneDrive, Google Drive and Dropbox don't support templates.
• Create the metadata template in Box or Egnyte first. mxHERO reads the templates from the storage account; it doesn't create them.
• The storage account you pick must be connected and authorized. See Storage Overview.
• Create any custom variables you want to write into metadata fields. See Custom Variables.

Create a Template Definition

1. Open Auto Filling › Template Definitions and click Create.

2. Enter a Template definition name (up to 100 characters) and, optionally, a Description (up to 500).

3. In Cloud Storage Account:, choose the Box or Egnyte account that has the template.

4. In Metadata key:, choose the metadata template. The list loads from the account after you choose it.

   

5. Under Mappings, add a row for each template field you want to fill:

   1. In Select Key, choose the template field.
   2. In Value, enter the value. Type { to insert variables, for example {Invoice Number} or {From Address}.

6. Click Save template definitions.

Each definition must map at least one field.

Create a Template Policy

Use a Template Policy when different emails need different templates, for example invoices get an invoice template and contracts a contract template.

1. Open Auto Filling › Template Policies and click Create.

2. Enter a Template policy name and, optionally, a Description.

3. In Choose your cloud storage, choose Box or Egnyte.

4. In Select on which conditions to apply, choose:

   • On the first condition: only the first condition that matches applies.
   • On every condition: every condition that matches applies, so a file can get several templates.

5. In #1 Policy Condition:

   1. In When these variables, choose one or more variables.
   2. Choose All match, At least one match or No Match.
   3. In Apply the template definition, choose a definition. Definitions are grouped by provider.

   

6. To add more cases, click Add Condition.

7. Optionally, turn on Use a default condition and choose a definition for In any other case apply the template definition, then tick when it applies:

   Option	The default definition is applied
   When there is no condition match	when no condition matches
   When there is more than one condition match	instead of the matched definitions, when more than one condition matches
   Always	to every email, in addition to any matched definitions

8. Click Save policy.

Use a template in a rule

1. In the rule wizard, go to 3. Cloud Storage and choose a Box or Egnyte account.

2. Open Advanced Options.

3. In Select a template option:, choose a Template definition: or a template policy. None (default) adds no metadata.

   

4. Click Confirm.

Only definitions and policies for the rule's storage provider are listed. The template option is available for Protect Attachments, Secure Emails, Copy Emails and Move Emails.

Example: file invoices with a case number

1. In Box, create a metadata template Invoice with fields caseId and vendor.
2. Create a variable Invoice Number that captures INV-\d+ from Subject Normalized.
3. Create a Template Definition for your Box account: Metadata key Invoice; mappings caseId = {Invoice Number}, vendor = {From Address, domain part}.
4. In a Copy Emails rule saving to Box, choose Template definition: Invoice in Select a template option:.

Every saved file gets the Invoice metadata with the case number and vendor domain filled in.

Verify

1. Send a test email the rule processes.
2. In Box or Egnyte, open the saved file's metadata panel and check the template and values.
3. If metadata is missing, check the message in Email Flow Logs. Metadata errors are recorded as storage events; the file is still saved.

Troubleshooting

Related pages

• Custom Variables
• Copy Policies
• Connecting Box
• Connecting Egnyte
• Notification Templates