#Email Management

Email management allows you to configure system emails used across governance workflows. By adjusting these settings, you can control email content, links, and delivery to support clear and consistent user communication.

#Configure the B2B Invitation Email Acceptance Link

You can customize a B2B invitation email acceptance link, and guest users will be directed to your specified URL when they click Accept invitation in the invitation email. To customize the link, click the B2B email acceptance link card on the System settings page. Then, complete the following steps in the panel:

1. Turn on the toggle () to Enable customized B2B invitation email acceptance link.

2. Enter a URL in the text box to define the custom link for the Accept invitation button in the guest invitation email. Note that the URL cannot contain any of the following characters: ‘ & ** “ # @ $

3. Click Save to save all your configurations.

#Configure Digest Email

You can enable a digest email of all consolidating notifications sent from Cloud Governance to users. The digest email will include task statistics cards, tasks, and notifications, enabling business users to stay informed without being overwhelmed by multiple alerts. To configure the digest email, click the Digest email card on the System settings page. Then, configure the following settings in the Digest email panel:

1. Turn on the toggle () in the corresponding section to send a digest email to users.

2. Click Add to open the Add email template type panel.

3. Select an email template to add.

4. Configure the start time and sending frequency for the email.

5. Click Save to save your configurations.

#Configure Email Link Destination

You can configure whether business users get directed to the MyHub Teams app or web portal when clicking on links in email notifications, including task links, to-do links, and Cloud Governance links. To configure the email link destination, click the Email link destination card on the System settings page.

In the Email link destination panel, select MyHub web portal or MyHub Teams app based on your requirements and click Save to save your configuration.

#Configure Email Settings

To customize the AvePoint Cloud Governance notification emails, you can configure the email settings that will be used to send the emails. To configure email settings, click the Email settings card on the System settings page. Then, configure the following settings in the panel:

1. Email recipients – Choose one of the following options and configure the email recipients. If all your tenant users have the Exchange license, you can choose to send emails to Microsoft 365 email addresses. If your tenant or some of your tenant users don’t have the Exchange license, you can choose to retrieve recipients’ email addresses from Microsoft Entra property values:

   • Microsoft 365 email addresses – Choose this option, and the notification emails will be sent to the recipients’ Microsoft 365 Outlook mailboxes.

   • Email addresses retrieved via theMicrosoft Entra property values – Choose this option and enter an internal name of a Microsoft Entra property in the text box. The recipients’ email addresses will be retrieved according to the value of the specified Microsoft Entra property. The notification emails will be sent to recipients’ email addresses.

2. Send a single email – When the recipients of a notification email are multiple users, each user will receive a separate email. If you want all recipients to receive one email, you can select the Send one notification email to all recipients checkbox.

   Note the following:

   • This will only take effect on the following emails:

     • The emails sent to the approvers when a new approval task is assigned.

     • The emails sent to the renewal task assignees when a workspace renewal task is assigned.

     • The emails sent to the lease expiration task assignees when the lease of a workspace expires.

   • If an email is sent to multiple users or a group (Microsoft 365 Group, mail-enabled security group, or distribution group), the display language of the email will follow the default language of the email template.

3. Email language preference – If you want to send one notification email using the recipients’ preferred language when there are multiple recipients, you can select the Send one notification email in recipients’ preferred languages checkbox.

   The recipients’ preferred languages are the languages business users set in their MyHub personal settings. Preferred languages must be enabled for the email template. If a preferred language is not enabled, the recipients will receive the email using the template’s default language.

4. Email sender – Choose one of the following options to configure the email sender:

   *Note: To avoid service interruptions, smtp.office365.com cannot be configured as the email sender, as Exchange Online will retire Basic Auth for Client Submission (SMTP AUTH) in September 2025.

   • The default email address:noreply@avepointonlineservices.com – Choose this option, and the notification emails will be sent from noreply@avepointonlineservices.com.

   • Microsoft 365 account – Choose this option and the notification emails will be sent from a Microsoft 365 account. Click Add a Microsoft 365 account to and complete the following steps in the panel:

     1. Click Add account to open the Add a Microsoft 365 account panel and configure the following settings:

        • Specify a Microsoft 365 account – Enter the username of a Microsoft 365 account or shared mailbox in the text box to set this account as the email sender. The specified Microsoft 365 account must have an Exchange license.

        • Send as a group – You can enable this option to allow the Microsoft 365 account to send notification emails on behalf of a group, and then specify a group in the text box. The group can be a Microsoft 365 Group, distribution group, or mail-enabled security group. Then, from the recipient’s perspective, the emails are sent by the group.

          *Note: To send emails on behalf of a group, make sure you’ve assigned the Send as permission to the Microsoft 365 account in the Exchange admin center. For detailed instructions, refer to Manage permissions for recipients in Exchange Online.

        • Click Save to add the account to the list. Then, the Send a test email window appears. Click Send to send a test email to your mailbox to validate the email sender.

     2. Click Save to save your configurations.

   • Your own email server andemail address – Choose this option, and the notification emails will be sent from your custom email server and email address. Click Add your email server andemail address and configure the following in the panel.

     1. Email server – Enter the address of the email server.

     2. Port – Enter the SMTP port.

     3. Email sender display name (Optional) – You can specify a display name for the email sender.

        *Note: If you specify Microsoft 365 as your email server, and when the email sender and email recipients are in the same tenant, the specified display name of the email sender will not be shown in the notifications emails. Users will see the email sender’s display name, which is configured in Microsoft 365.

     4. Email address – Enter an email address, and the notification emails will be sent from your specified email address.

     5. Username – Enter the sender’s username on the SMTP server.

        *Note: When you use Microsoft 365 as the email server, AvePoint recommends that you specify a Microsoft 365 user with a cloud-only identity. If you specify a user with ADFS authentication as an email sender, the validation test will fail.

     6. Password – Enter the sender’s password to log into the SMTP server.

     7. Authentication (Optional) – You can select SSL authentication or Secure password authentication according to your email settings.

     8. Click Save to save all your configurations. Then, the Send a test email window appears. Click Send to send a test email to your mailbox to validate the email sender.

5. Branding logo and banner – Configure the branding logo and banner color that will be displayed in the notification emails.

   • Banner – Choose one of the following options to configure the email banner:

     • The default banner – Choose this option to display the email banner in the Cloud Governance default color.

     • A custom banner – Choose this option if you want the email banner to be displayed in your desired color, and then enter the hex triplet in the text box.

     • No banner – Choose this option, and there will be no banner in the notification emails.

   • Branding logo – Choose one of the following options to configure the branding logo:

     • The default branding logo – Choose this option to display the default logo in the notification emails.

     • A custom branding logo – Choose this option to display your custom logo in the notification emails. Click Browse to upload an image.

       Note the following:

       • The uploaded image should be in one of the following file types: .jpg, .jpeg, or .png.

       • The maximum size of the image is 1 MB.

       • The recommended height of the image is 45 pixels, and the recommended width of the image is 420 pixels.

         *Note: If the uploaded image is greater than the recommended size, it will be automatically scaled to fit.

     • No branding logo – Choose this option, and there will be no branding logo in the notification emails.

6. Salutation – To customize the email salutation to your desired languages, complete the following steps:

   1. Click the edit () button of your desired languages.

   2. In the Customize salutation panel, enter the custom content in the text box that you want to display in the notification emails. You can insert one or more of the following references that will be displayed in the salutation by clicking Insert reference: Display name, First name, and Last name.

   3. Click Save to save your configurations.

   Note that if you do not customize the salutation, a default salutation will be displayed in the notification emails.

7. Actionable messages – Choose this option to enable actionable messages on notification emails for approval tasks and error tasks. Approval tasks provide the Approve and Reject actions. Error tasks provide the Retry and Skip actions. With actionable messages enabled, email recipients can perform the action right from the emails.

   To configure the actionable messages, specify the MsEntra application ID and provider ID of an actionable email provider.

   Note the following:

   • Due to Microsoft’s changes to move actionable messages from External Access Token to Microsoft Entra ID token authentication, we recommend updating the actionable messages setting here to prevent any service interruption.

     If this setting is not updated, actionable messages will continue to function only until March 31, 2026.

     For instructions on registering a Microsoft Entra app, see Register an app in Azure.

     For instruction on registering an actionable email provider, refer to Appendix D - Register an Actionable Email Provider.

   • Actionable messages are available to all mailboxes on Exchange Online in Microsoft 365 with a supported client. For details about the supported clients, refer to Outlook version requirements for actionable messages.

   • For the approval tasks that support actionable messages, refer to the task list in the Approve or Reject Requests section.

8. Signature and footer – Choose how to display the email signature and email footer in the notification emails:

   • Use the default signature and footer – Choose this option to use the default signature and footer in the notification emails.

   • Customize the signature – Choose this option to use the custom signature in the notification emails of your desired languages, and then complete the following steps:

     1. Click the edit () button of your desired languages.

     2. In the Customize signature panel, configure the custom signature of the notification email.

     3. Click Save to save your configurations.

     By default, the signature configured above will be used. If your organization requires multiple signatures to apply to different email templates, you can select Enable multiple signatures, and then complete the following steps:

     4. Click Add signature.

     5. In the Add signature panel, enter a signature name and an optional description.

     6. Click the edit () button of your desired languages. In the Customize signature panel, configure the custom signature of the notification email, and then click Save to save your configurations.

     7. In the Apply this signature to the following email templates section, click Add, select the email templates that will use this signature in the Add email template panel, and then click Save.

        You can also delete an email template already added to the list by clicking the delete () button.

     8. Click Save in the Add signature panel to save your configurations.

        In the signature table, you can also click the edit () button in the Action column to edit the created signature or delete a signature by clicking the delete () button.

     *Note: If you choose to use the custom email signature, the email footer will not be displayed in the notification emails.

9. After you complete all the configurations, you can click Preview to send a preview email. Then, the Send a preview email window appears. Click Send, and an email will be sent to the Microsoft 365 email address or the email address retrieved via the Microsoft Entra property values that you specified as the email recipient to preview the following configurations:

   • Email recipients

   • Email sender

   • Branding logo and banner

   • Salutation

   • Signature and footer

   Note that when the email address specified as the email recipient is not available, the preview email will be sent to the current login user’s mailbox.

10. Click Save to save all your configurations.

#Configure Welcome Email

You can enable a predefined welcome email sent from AvePoint Cloud Governance to users when they are newly added to a Microsoft 365 Group, Microsoft Team, or Viva Engage community. To configure the welcome email, click the Welcome email card on the System settings page. Then, configure the following settings in the Welcome email panel:

1. Turn on the toggle () in the corresponding section to send a predefined welcome email to newly added users.

2. Select an email template from the drop-down list.

3. Click Save to save your configurations.

*Note: This setting will not impact the native welcome email sent from Microsoft 365. It is recommended that you disable the native welcome email while enabling this email.