Notification Templates

mxHERO sends emails on behalf of your rules: the links that replace attachments, password emails, bounce notices, and messages about held or blocked email. This page shows where to change the text of each one: storage notification templates in Settings › Integrations, and the notification fields inside each rule.

Before you begin

• You need an Owner or Administrator role in the Admin Dashboard.
• Decide the language first. Default texts follow the rule's Locale (or your organization's language). Custom texts are used as written, so create one template per language if you have senders in several languages.
• Keep a copy of your custom texts. There is no "reset" other than switching each field back to Default.

Which messages you can customize

Storage notification templates

Storage notification templates change the texts recipients see when a rule replaces attachments with links, and the password and bounce emails that go with them.

Create a template

1. Open Settings › Integrations and select the Storage settings tab.

   

2. In Storage notification templates, click + Add.

3. Enter a Template name, for example English – Legal.

4. Select a tab: Attachment PDF, Embedded links, Secure email, Password notification or Reject.

5. Turn on the tab's switch. While it is off, the platform default texts are used for that message.

   

6. For each field, choose:

   • Default: keep the platform text (shown greyed in the field);
   • Custom: type your own text;
   • Off (optional fields only): leave the line out.

7. Repeat for each tab you want to change. A dot on a tab shows it is enabled.

8. Click Create.

Fields by tab

Attachment PDF: the PDF (attachments.pdf) that lists secure download links.

• Required: Title, Top Message, Password Access Message, Download Label, View Label, Folder Open Label
• Optional: Password Notice, Expiration Notice, Open Access Message, Restricted Access Message, Subscription Link Text, Company Access Message, Download Warning
• Layout: Header HTML, Footer HTML (for example your logo and a confidentiality notice)

Embedded links: the text added to the email body.

• Required: Top Message, Password Access Message, Download Label, View Label, Folder Open Label, Original Mail Label
• Optional: Password Notice, Expiration Notice, Open Access Message, Restricted Access Message, Subscription Link Text, Company Access Message
• Layout: Footer, and the switch Show plain download links

Secure email: the notice recipients get when the whole email is protected (Secure Emails rules).

• Required: Title, Top Message, Body Message, Body Link, Password Access Message
• Optional: the same six as Embedded links

Password notification: the separate email with the password.

• Required: Recipient Message, Sender Message, Sender Message All, Subject Tag (default [Password Notification], added before the original subject)

Reject: the bounce the sender gets when storage fails and the rule is set to Bounce email to sender.

• Required: Reject Message, Subject Tag (default [BOUNCED])

Variables in template texts

Template texts use $ variables, which mxHERO replaces when it sends the message:

Use the variables that appear in the field's default text.

Text limits

Make a template the default

The Default template is used by every rule that doesn't select a template.

1. In the Templates list, click the star (Mark as default) on the template.
2. Check that the template now appears under Default template.

To review a template, click the eye icon (View). To change it, click the pencil (Edit). To remove it, click the trash icon.

Use a template in a rule

1. Open a Protect Attachments rule (or create one).
2. In the Action step, open Advanced Options.
3. In Template for link and notification messages, select your template. Leave Use platform default messages to use the default template, or the platform texts if there is none.
4. Click Confirm and save the rule.

Note: Template for link and notification messages is different from Select a template option in the Cloud Storage step. That option applies a metadata Template Definition to stored files. See Template Definitions and Policies.

Password notification in a rule

Protect Attachments, Secure Emails and Zip Attachments rules can override the password email text for that rule only.

1. In the rule's Action step, open Advanced Options.

2. Turn on Customize password notifications.

3. Edit Message to recipient and Subject prefix (default [Password Notification]). Zip Attachments rules also have the sender messages.

   

4. Click Confirm and save the rule.

Text set in the rule takes priority over the Password notification tab of a template. Messages are limited to 500 characters and the subject prefix to 100.

The password email comes from the original sender when their domain is managed by mxHERO, otherwise from noreply@mxhero.com.

Block, Zip, Temporary Hold and Request Approval messages

These messages are set in each rule's Advanced Options. Each starts with a default text you can edit.

• Block Attachments texts use $SENDER_ADDRESS (the From address) and $RECIPIENT_ADDRESS.
• Temporary Hold and Request Approval bodies accept variables: type { in a body field to open the list of placeholders.
• Limits: titles 115 characters, subjects 150, link labels 54, bodies 1,500.
• Notifications are in the rule's Locale when you keep the defaults.

For the full rule options, see Block Attachments, Zip Attachments, Temporary Hold and Request Approval.

Verify

1. Send a test email that matches the rule to an external mailbox you control.
2. Check the received email, attachments.pdf, and the password email for your custom texts.
3. For Reject texts, test with a rule set to Bounce email to sender and a storage account you know will fail (for example a disconnected test account).
4. For hold and approval texts, send a test email from a pilot sender and check the sender and approver emails.

Troubleshooting

Related pages

• Notification Settings
• Protect Attachments
• Secure Email
• Password-Protected Emails
• Storage Upload Failures