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    Home > Appendices > Appendix E - Supported References in Email Templates

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    Appendix E - Supported References in Email Templates

    AvePoint Cloud Governance can send notification emails to users when different events occur, for example, when a user has a new task that needs approval or a user’s request has been approved by the approver.

    The notification emails are sent based on the corresponding email templates. AvePoint Cloud Governance provides built-in email templates. You can edit the built-in email templates, as well as create custom email templates. Each email template can contain references. A reference is a parameter that will call up the corresponding information for each request, task, or event.

    The table below lists all supported references in classic email templates configured in the classic Cloud Governance admin center. The references that can be added to each email template vary with email template types. After you click Insert Reference in the window for configuring the email subject and message body, the pop-up window only shows the references that are supported in the current email template.

    The pop-up window displaying the supported e-mail references.

    Supported ReferenceReference Description
    Approve(in Message Body only)This will be displayed as a button in the notification email.
    Approved TimeThe time when a request is approved.
    ApproverThe name of the user who is set as an approver.
    Automatic Import Profile NameThe name of an automatic import profile.
    AvePoint Cloud Governance LinkThe link to the AvePoint Cloud Governance website.
    CommentsThe comments that an approver enters when the approver approves or rejects a request.
    ConsequenceIn a task reminder email, the consequence can be:The site collection will be lockedA lifecycle task to Delete Site Collection will be generatedA lifecycle task to Archive Site Collection will be generated
    Consequence Executed TimeIn a task reminder email, the consequence executed time refers to the time when the site collection will be locked or when the site collection deletion task will be generated.
    Contact for Confirming Governance DetailsThe primary site collection contact who is responsible for confirming governance details of a newly-imported site collection.The primary group/team contact who is responsible for confirming governance details of a newly-imported Microsoft 365 Group or Microsoft Team.
    Error MessageThe detailed error information for an error task. An error task is generated when a request encounters an error.The detailed error information for a renewal process that encounters an error.
    Expiration DateThe date when a site collection lease expires.
    Group IDThe ID (email address) of a Microsoft 365 Group or Microsoft Team.
    Group NameThe name of a Microsoft 365 Group or Microsoft Team.
    Guest User Email AddressThe email address of a guest user.
    Guest User NameThe name of a guest user.
    Guest User Renewal Escalation Result for BodyThe guest user renewal escalation result in the email body:The guest user has been blocked from signing in and accessing the services and data in your Microsoft 365 tenant.The guest user has been removed from your organization's directory.
    Guest User Renewal Escalation Result for SubjectThe guest user renewal escalation result in the email subject:Blocked Guest UserRemoved Guest User
    Lease Expiration Warning PeriodThe amount of time that is left before a site collection lease expires.
    Locked ReasonThe reason why a site collection is locked.The reason why a Microsoft 365 user is blocked.
    Microsoft Team LinkThe link of a Microsoft Team.
    Microsoft 365 Group Notebook LinkThe link of a Microsoft 365 Group’s notebook in OneNote.
    Microsoft 365 Group Planner LinkThe link of a Microsoft 365 Group’s plan in Planner.
    Permission Expiration Warning PeriodThe amount of time that is left before a user’s temporary permissions expire.*Note: This reference is only supported in the Built-in Upcoming Permission Expiration Email Template.
    Phase Start TimeThe time when a site collection, Microsoft 365 Group, or Microsoft Team starts a phase, such as Renewal Pending and Automatic Import Process Pending.
    Previous Assignee of the Renewal TaskThe name of the user who is the previous task assignee of the renewal task. *Note: If a renewal task is not processed within the duration and it is overdue, AvePoint Cloud Governance will reassign the task to the next stage task assignee. In this case, the value of this reference shown in the notification email will be System.
    Primary ContactThe primary contact of a workspace.
    Recertification TypeThe type of the recertification task, such as permission recertification and ownership recertification.
    Reject(in Message Body only)This will be displayed as a button in the notification email.
    Rejected TimeThe time when a request is rejected.
    RejecterThe name of the user who rejects a request.
    Request Canceled ByThe name of the user who cancels a request.
    Request Final StatusThe final status of a request, such as Rejected and Completed.
    Request IDThe ID of a request. This is automatically generated by AvePoint Cloud Governance.
    Request Object TypeThe type of object, such as site collection and Microsoft 365 Group, that is involved in a request.
    Request Object URLThe URL of the object, such as site collection and site, which is involved in a request.
    Request SummaryThe brief summary that is entered by a requester. It reflects the request’s purpose or function to help the approver quickly understand the business reason behind the request.
    RequesterThe name of the user who submits a request.
    Result File LocationThe location where an automatic import result file is stored. The file provides the import results of the site collections, Microsoft 365 Groups, or Microsoft Teams that are imported via an automatic import process.
    Result File NameThe name of an automatic import result file. The file provides the import results of the site collections, Microsoft 365 Groups, or Microsoft Teams that are imported via an automatic import process.
    RetryThis will be displayed as a button in the notification email about an error task. An error task is generated when a request encounters an error.
    Secondary ContactThe secondary contact of a workspace.
    Site Collection TitleThe title of the site collection that is involved in a task.
    SkipThis will be displayed as a button in the notification email about an error task. An error task is generated when a request encounters an error.
    Task Created DateThe date when a task is generated.
    Task Created TimeThe time when a task is generated.
    Task DurationThe time that a task is overdue.
    Task LinkClicking the link will open the task details panel in the AvePoint Cloud Governance Portal. For a completed task, clicking the link will open the AvePoint Cloud Governance Portal homepage.
    Task NameThe title of a task.
    User Display NameThe display name of a Microsoft 365 user who is involved in a user provisioning or user management task.
    User PasswordThe password of a newly created Microsoft 365 user via a Create User service request.The new password of an existing Microsoft 365 user. The password is reset via a User Lifecycle Management service request.
    User StatusThe status of a Microsoft 365 user who is involved in a user provisioning or user management task, such as Active and Blocked.
    UsernameThe login name of a Microsoft 365 user who is involved in a user provisioning or user management task.