Monthly Report Email Template

The server Monthly Report email is sent once a month on the 2nd and contains information on the performance of all of the Client's servers over the preceding month in the attached PDF.

The From address*, Subject line and Alert content (both text and HTML) are setup on the Dashboard.

  1. Go to the Mail Templates
  2. Client Reports
  3. Server Monitoring
  4. Client Monthly Report

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Please note in line with best practice we advise making a copy of the default Report templates before making any alterations.

HTML Editors

There are two elements to the Mail Template, the PlainText Message - amended by changing the entered text - and the HTML Message, which itself contains two edit options. The visual HTML Message editor is used to change the styling of the template and where more advanced manipulation is required the HTML source may be edited directly by clicking the HTML button to display the HTML Source Editor. After applying the changes to the HTML source click Update to save changes and return to the Mail Template dialog. Finally click OK to save the template and exit.

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Substitution Strings (Wildcards)

Substitution strings, available from the Mail Template's Insert Code drop-down, replace the entered wildcard with the corresponding value from the database and may be used to customize the email to match the precise requirements. For example amend the From address,Subject line or body of an email to match the format required for consumption by helpdesk software or simply change the Subject line for problem visibility when the email arrives in the Inbox, perhaps to include the Client, Site, Device, Check.

Substitution strings are easily added in a Mail Template. Open the template then choose where to insert the substitution string in the From address,Subject line or body, select the substitution string from the Insert Code drop-down and press Insert Code to insert the wildcard at the selected spot.

We would suggest inserting the wildcard in both the Plain Text and HTML message if adding substitution strings in the template's body.

Client Monthly Report

Variable

Substitution String

Note

From Address

Subject Line

Body

Account Name

#ACCOUNT#

Dashboard company name

Client Name

#CLIENT#

Client name

Month

#MONTH#

The month the report relates to

Year

#YEAR#

The year the report relates to

Information on the available substitution strings is available in the Mail Template Substitution Strings section:

SPF Records and Whitelisting

Changing the From address (for example to an email address from your domain) can potentially result in the classification of the email as coming from a spoofed domain. To avoid this issue we would suggest creating an SPF record in your domain DNS pointing to our mail generating servers. Further information on spoofed emails and SPF is available in the SPF Records section.

Even if not changing the From address, to avoid any potential delivery problems we would advise whitelisting the IP addresses of our email generating servers. This is covered in the Whitelist mail server IP Addresses section.

From Address Format

As we use a comma to separate multiple addresses within the system to avoid any potential problems where the descriptive name entered in the From address contains a comma, we suggest encapsulating this entry in inverted commas ( " " ), this includes wildcard.

For example "Descriptive, name" <my@address.it> or "#ACCOUNT#" <my@address.it>