Password e-mails

Password e-mails are necessary to send passwords to persons in the Organization application.

  1. Go to ‘E-mail automation’ in the Organization tree.
  2. Click on the inbox ‘Messages’.
  3. Click on the tab ‘Passwords’.

You will now see an overview of the existing password e-mails.

Click on ‘Add’ in the toolbar and fill in the following fields:

  • Name – The name of the e-mail, only visible in the admin. Give the e-mail a descriptive name to be able to recognize the purpose of the e-mail from other places in the admin;
  • Language;
  • Address sender – The e-mail address from which you want to send this e-mail;
  • Name sender – The name of the sender (e.g. Administration community);
  • Subject – The subject of the e-mail, visible to the recipient;
  • Delay – With the option ‘no delay’, the password e-mail will be sent immediately whenever it is sent. With the option ‘1 hour’, the e-mail will be placed in the outbox for one hour before it is sent. This means that you have one hour to cancel the e-mail;
  • Use for forgot password in the admin – Select this option if ou want to use this e-mail for administrators who forgot their password. If this option is selected in one of the password e-mails, the login screen of the admin will contain a ‘forgot password’ link. In response to this link, the password e-mail will be sent;
  • Content of the e-mail – Before working on the content, carefully read the instructions above the text edior. A password e-mail doesn’t have a lay-out and it isn’t possible to add images. We recommend keeping the e-mail as short as possible;
  • Automatically send to – It is possible to automatically send passwords to new profiles in particular folders. This opion is most used for the members folder to automatically send all new members that are placed in this folder a password e-mail.
    • Status – Indicate if automatically sending should be active or inactive;
    • Folder – Enter the desired folder(s).
  • Return location – Enter the URL to which the user will be redirected after changing the password, for example the login page of the website.

Click on ‘save’. The new password e-mal will now appear in the overview of password e-mails.

Edit a password e-mail

  1. In the overview, click on the name of the e-mail you want to edit.
  2. Make the desired changes.
  3. Confirm the changes with ‘save’.

Delete a password e-mail

  1. In the overview, click on  on the right side of the e-mail you want to delete.
  2. Click on ‘delete’ to confirm or on ‘Back’ to cancel.

Send password e-mail

There are three ways to send password e-mails: automatically, individually and to a group. Sending the e-mail automatically can be set up as described above. Sending the e-mail individually can be done in the ‘Access’ tab of profiles.

If you are using the system for the first time, all members need to receive a password e-mail at the same time:

  • Go to the overview of password e-mails;
  • Click on ‘Send now’ in the toolbar;
  • Select the desired password e-mail;
  • In ‘Send to’, enter the folder or group to which you want to send the e-mail. If you are using the system for the first time, this is probably the folder ‘members’ or ‘leden’;
  • Under ‘Return location’, you can enter a URL. The user will be redirected to this URL after setting a password;
  • Don’t send a password link to profiles that already have a password – Select this option to prevent users who already have a password from receiving this e-mail;
  • Select ‘Yes, I want to send this password e-mail’ and click on ‘send’.