Skip to main content

 

Druva Documentation

Configuring and customizing an email account for inSync server

Overview

This topic explains how to configure an email account for the inSync server. It also explains how to customize the messages sent by the inSync server.

Why does inSync server need an email account?

Various inSync activities require inSync server to send emails to its users and administrators. For example, when new users or administrators are added to inSync, inSync server sends their account information to them through an email. Similarly, inSync server can send reports to an administrator as an email attachment. To be able to send the emails, inSync server must have an email account.

Assigning an email account to the inSync server

Before you begin: You must create an email account that you can assign to the inSync server. Keep the SMTP server settings for sending emails through the chosen account handy. The SMTP server settings are required when assigning the email account.

 

To assign an email account:

  1. On the menu bar, click Manage > Settings.
  2. Click the Email Settings tab.
  3. Under Email Setup, click Edit. The Email Setup window appears.
     clipboard_1376377782695.png
  4. Enter the following information:
    • SMTP server: Enter the SMTP server address for the email ID. For example, if you want to use a Gmail address for inSync, the SMTP server address is smtp.gmail.com.
    • SMTP port: Enter the port number used by the SMTP server. The default value is 25.
    • SMTP username: Enter the email ID chosen for inSync server.
    • SMTP password: Enter the password for the email account.
    • User secure connection: Select if TLS/SSL is required for email communication. 
  5. Click Save.

The email ID is assigned to the inSync server.

Customizing emails sent by inSync server

Adding a sender name, signature, reply-to address to emails

You can customize the email messages sent by inSync server by adding the following:

  • Reply-to email ID: This is the email address to which replies to any email sent by the inSync server will be sent. For example, you may want all replies to be sent to your email ID instead of inSync server's email ID.
  • Sender's name: This is the name that will be displayed to the recipients of the emails sent by the inSync server. For example, you may want the recipients to see your name as the sender rather than just the email ID assigned to the inSync server.  
  • Email Signature: This is the signature that the recipients will see at the end of the email message. 
Note: The above customizations appear only on emails sent by the inSync server to inSync users. They are not applied on emails send to inSync administrators. 

To add sender name, signature, and reply-to address to emails

  1. On the menu bar, click Manage > Settings.
  2. Click the Email Settings tab.
  3. Under Email Message Customization, click Edit. The Email Message Customization window appears.  clipboard_1376377979147.png
  4. Make necessary changes to the following fields:
    • Reply to: Enter the email ID to which you want all responses sent to.
    • Sender: Enter the name that you want to appear as the sender of the emails sent by the inSync server.
    • Signature: Enter the signature that you want to appear at the end of the email messages.
  5. Click Save.

Customizing the new user activation message

When you create users individually, an activation email is sent to the user. In addition to the user ID and password, it contains the URL of the inSync server and the link for downloading the inSync client. Similarly, when you are adding users in bulk, either using a CSV file or from an Active Directory, you have the option to send the new users activation emails. You can customize the message that is sent to the new users.  

To customize the activation email message, you must create a single user. (If required, you can create a dummy user and later delete it.) When creating a user, the activation email is displayed and you can modify its text. Any change you make is saved and applied to all future activation emails.

 

To customize the activation email message

  1. On the menu bar, click Manage > Users.
  2. Click Create New. The Create New User window appears.
  3. Enter the required details for the user.
  4. Modify the subject line and the body of the text as required. When modifying the body of the email, make sure you include the following variables:
    • %USER% - This variable represents the name of the user.
    • %SERVERS% - This variable represents the URL of the inSync server to which the inSync client must connect.
    • %MAIL% - This variable represents the email ID of the new user. It is also his inSync account user ID.
    • %PASSWORD% - This variable represents the password of the new user's inSync account. 
    • %CLINK% -  This variable represents the link on the Druva Website from where the user can download inSync client. If you want your users to download the inSync client from a different location, say a folder inside your organization's network, replace %CLINK% with the path to the new location. Make sure you keep the inSync client installer in that location.
  5. Click Create User.

An activation email with the modified content will be sent to the new user. Henceforth, all new users will receive the modified activation email.

Note: You can use HTML elements in the email body to format it per your requirements.

Customizing the reset password message

When you reset the password of any user, an email is sent to the user with inSync server URL, user ID, and a new password. You can customize the message that is sent to the users.

To customize the reset password message, you must reset password of at least one user. When resetting the password, the email that will be sent to the user is displayed and you can modify its text. Any change you make is saved and applied to all future reset password messages.

 

To customize the reset password message sent to users

  1. On the menu bar, click Manage > Users.
  2. Select a user whose password you want to reset.
  3. Click More > Reset Password. The Reset Password windows appears.
     clipboard_1376378205709.png
  4. Modify the subject and body of the email as required. When modifying the body of the email, make sure to include the following variables:
    • %USER% - This variable represents the name of the user.
    • %SERVERS% - This variable represents the URL of the inSync server to which the inSync client must connect.
    • %MAIL% - This variable represents the email ID of the new user. It is also his inSync account user ID.
    • %PASSWORD% - This variable represents the password of the new user's inSync account.
  5. Click Reset Password.

The selected user will receive the modified reset password email. Henceforth, all users whose password is reset will receive the modified email message.

Note: You can use HTML elements in the email body to format it per your requirements. 

  • Was this article helpful?