Email Administration

Reflection Gateway supports a number of optional email notification services. These include:

Account creation email for new users
Password reset email
Transfer site access notification
Notification sent to site managers and/or site members when files are uploaded or downloaded
Job success and failure notifications sent to job administrators.

Initial Email Setup

To support email services, you need to:

Configure the Gateway Administrator Email Server settings.
Edit the Gateway Administrator container.properties file to include the public-facing URL that will be used in email links.

For detailed procedures, see Configure Email Support in Gateway Administrator.

Transfer Site Email Notifications

Reflection Gateway Transfer Sites support the following email notifications.

Notification	When is it sent?
Account Creation Provides a link for new users to set their password.	Account creation email is sent when: Users are added using Users > New, and Email registration is selected (the default). Users are added using Transfer Sites > Quick Add. Users are added using Transfer Site > Add (or Edit)> New Reflection Gateway User. Account creation email is not sent when: Users are added using Users > New, and Specify password is selected. Users are added by adding LDAP servers.
Transfer Site Access Provides a link for users to launch a Transfer Client.	Sent by default to users who are added to a Transfer Site, either when it is first created or by edits to an existing site. You can enable or disable this notification for each site from the New/Edit Transfer Site page using Send email notification.
File Upload Provides information about each file upload to a site.	Sent when a file is successfully uploaded to a Transfer Site. Upload notification is site-specific and is disabled by default. You can enable notifications for any member of a site from the New/Edit Transfer Site page. Click the icon under Notifications in the member list. Disabled: Enabled:
File Download Provides information about each file download from a Transfer Site.	Sent when a file is successfully downloaded from a Transfer Site. Download notification is site-specific and is disabled by default. You can enable notifications for any member of a site from the New/Edit Transfer Site page. Click the icon under Notifications in the member list. Disabled: Enabled:
Password Request Provides a link to the password reset page.	Sent to users who click the Forgot password? link in the Identity Manager login page. Because the Gateway Administrator provides access to sensitive information, users who are members of any group with access to the Gateway Administrator cannot reset their password using the Identity Manager reset link. These users will not receive any email notification after clicking the link. Users with the Manage Reflection Gateway users role can reset their password using Gateway Administrator. Gateway Administrator users who do not have this role should contact a member or the Administrators or File Transfer Administrators group. LDAP users cannot change their passwords using this reset. These users receive an email message, but it should not include a password reset link. The default template for LDAP users provides an example of an appropriate message to send to these users.
Password Reset Informs users that their password has been reset.	Sent to users who have successfully reset their password.

More Information

Initial Email Setup

Customize Transfer Site Email Templates

You can customize the content and/or format of the Transfer Site email messages sent from Reflection Gateway Administrator. Your customized content can use either text or HTML format.

Before you begin

Configure Email Support in Gateway Administrator.

To customize an email template

Log on to Gateway Administrator using an account in the Administrators group (or any account that has the System setup role enabled).
Go to System > Email templates.
Select the template you want to customize. (Account Creation is displayed by default.)
Select the user pool (Reflection Gateway users or users in an added LDAP server) for this template. Note the following:
- If you want to send the same customized email to both user pools, customize the template for each pool in a separate step.
- Account Creation and Password Reset are not available for LDAP users.
(Optional) Customize the Sender address, Sender name, and Subject for this email.The default tokens entered for address and name are replaced with the global values specified in the Email Server tab. You can delete these tokens and replace them with an actual address or sender name.
Edit the message text using any combination of the following techniques. The text can use either text or HTML format.
- Edit the text directly in Gateway Administrator. Click Insert token to insert a token in the current cursor position. This automatically inserts the token with the required dollar signs ($).
- Click Import to import content you have created and saved using a text or HTML editor. To add tokens in these editors, type the token name manually, including the required dollar signs.
- Copy and paste text into the message body.
(Optional) Expand the Preview feature to preview your email or send a test email. Note the following:
- Tokens in the preview are replaced by sample content enclosed in square brackets. For example: [myTransferSite]. In actual generated email, the brackets do not appear and the sample content is replaced by actual content.
- To send a test email, enter an email address and click Send Test Email. This test can help you determine if your email server is correctly configured and supports your current values for Sender address and Sender name.
Click Save.
(Recommended) Because the preview email messages do not show how token replacement is actually handled, you should follow up a successful preview test with a test of an actual email notification.

Sample HTML content

The following example shows a sample HTML alternative to the Transfer Site Access email.

<html>
<font face="Arial, Helvetica, sans-serif">
<p>You have been given access to the following Transfer Site: <b>$TRANSFER_SITE_NAME$</b>.</p>
<p>Click here $TRANSFER_SITE_LINK$ to connect and transfer files.</p>
<p>$CUSTOM_MESSAGE$</p>
<p>--</p>
<p>Sent from Micro Focus Reflection for Secure IT Gateway</p>
</font>
</html>

Transfer Site Email Tokens

Transfer Site email messages support the use of tokens. Tokens included in email templates are replaced by actual values in the generated email.

Tokens for which no value is available are omitted from email messages.
You can use the Preview feature on the Email Templates tab to see sample token output. To see actual replacement values, send a test email.

The following tokens are supported:

Token	Description	Available with
ACCOUNT_EXPIRATION_DATE	The account expiration date of the user receiving the email.	All
CLIENT_IP	The IP address of the client system.	File Upload File Download
CUSTOM_MESSAGE	Custom message from New/Edit Transfer Site. If no custom message is configured, this token is replaced by an empty string.	Transfer Site Access File Upload File Download
DATE	The date of the action.	All
FILENAME	The name of the uploaded or downloaded file.	File Upload File Download
FILE_HASH	The SHA-1 hash of the uploaded or downloaded file.	File Upload File Download
FILE_PATH	The path—without the filename—to the destination directory (uploads) or source directory (downloads) on the Transfer Site file server.	File Upload File Download
FILE_SIZE	The file size (in bytes).	File Upload File Download
FIRST_NAME	The first name of the user receiving the email. Note: First name is an optional field for Reflection Gateway users. If no first name is available, this token is replaced by an empty string.	All
FULL_PATH	The path—including the filename—to the destination file (uploads) or source file (downloads) on the Transfer Site file server.	File Upload File Download
GLOBAL_SENDER_ADDRESS	Sender address from Email Server.	All
GLOBAL_SENDER_NAME	Sender name from Email Server.	All
INITIATOR_EMAIL	The email of the action initiator.	All
INITIATOR_USERID	The user ID of the action initiator. For LDAP users, the domain name is included (domain\userID). For Reflection Gateway users, the domain name is omitted (userID).	All
LAST_NAME	The last name of the user receiving the email. Note: Last name is an optional field for Reflection Gateway users. If no last name is available, this token is replaced by an empty string.	All
PASSWORD_RESET_LINK	The URL that links to the password reset page. The host and port are set in the Gateway Administrator properties file using the transfer.server.url.	All
PASSWORD_RESET_LINK_TIMEOUT	The length of time password reset can be accomplished after a reset email is sent. This value is configured in the Gateway Administrator properties file using password.reset.expiration.	All
TIME	For uploads and downloads, this is the time on the Reflection Secure Shell Proxy. For all other events, this is the time on the Gateway Administrator.	All
TIMEZONE	The time zone of the Reflection Gateway Administrator.	All
TRANSFER_SITE_DESCRIPTION	Description from New/Edit Transfer Site.Note: Description is an optional field. If no description is available, this token is replaced by an empty string.
TRANSFER_SITE_LINK	The URL for connecting to the Transfer Client (deprecated). The host and port are set in the Gateway Administrator properties file using the transfer.server.url.	Transfer Site Access File Upload File Download
TRANSFER_SITE	The Transfer site name from New/Edit Transfer Site.	Transfer Site Access File Upload File Download
SFTP_PROXY_HOST	The public facing SFTP proxy host name for connecting an SFTP client.	Transfer Site Access File Upload File Download
USERID	The User ID of the user receiving the email. For LDAP users, the domain name is included: `domain\userID`. For Reflection Gateway users the domain name is omitted: `userID`
USER_EMAIL	The email address of the user receiving the email.	All

Action Initiator

Some email tokens include information about the action initiator, as indicated in the table above. The action initiator depends on which template is in use:

In this template:	The action initiator is:
Account Creation	User who added the account to the Reflection Gateway Users list
Transfer Site Access	User who added the recipient to the Transfer Site
File Upload	User who uploaded the file
File Download	User who downloaded the file
Password Request	User who clicked the "Forgot password?" link
Password Reset	User who clicked the "Forgot password?" link