#Notifications

Refer to the following sections for email templates and job notifications.

#Admin Email Templates

Admin email templates will be used when you want to send violation notifications to users who are more likely to own the configured policies. You can designate these users by entering their usernames or selecting the corresponding checkboxes within each rule. Note that users who perform actions that violate rule settings do not receive these notifications.

There is a built-in admin email template, and you can customize it to meet your requirements. You can also create multiple admin email templates as needed.

Among all admin email templates, you can set one as the default. When you choose to send violation notifications to administrators, you can use the default email template. To set an email template as the default, enable the email template Default column in the template table.

To create an email template for administrators, complete the following steps:

1. On the Settings > Notification > Admin email template page, click Create email template. The Create admin email template page appears.

2. General information – Complete the general information as below:

   • Name – Enter a name for the email template.

   • Description – Enter an optional description for future reference.

   • Language – Select an option:

     • Follow the default email template – If you select this option, the email template will use the same language as the one defined in the default email template.

     • Use the default language – If you select this option, the email template will use the language set in AvePoint Online Services > Administration > General settings > Culture settings.

       Currently, Policies for Microsoft 365 only supports sending email notifications in English, Japanese, French, and German. If the language you set in AvePoint Online Services is none of the above, email notifications will be sent in English.

     • Select a language – If you select this option, you need to select a language from the drop-down list. The email template will use the selected language.

   • Allow attachments – Choose if you want to allow attachments in email notifications.

     Alternatively, you can follow the configurations set in the default email template.

3. Email content – Customize the email content as below:

   You can click View example to view the email template example.

   • Subject – Enter a subject for the email notification.

     Alternatively, you can follow the configurations set in the default email template.

   • Attachment name – If attachments are allowed to be inserted, enter the name for the attachment in the email notification.

     Alternatively, you can follow the configurations set in the default email template.

   • Email header – Upload an image for the email header. The maximum image size is 1 MB, and the image format must be JPG, BMP, or PNG.

     Alternatively, you can follow the configurations set in the default email template.

   • Message body – Enter the message body shown in the email notification. A rich text editor is supported.

     Alternatively, you can follow the configurations set in the default email template.

   • Table content – Select the content shown in the table. You can select from the following:

     • Rule name – The rules in the policy that have been violated.

     • Rule description – The description of the violated rules.

       Additionally, you can choose to display a hyperlink to the Policies for Microsoft 365 User Guide under the rule description, so that users can access the document for more information. Note that this link will not be displayed in emails sent to users who do not have subscriptions to access Policies for Microsoft 365.

     • Location/Object – The location or object that violates the policy.

       Additionally, you can choose to display a hyperlink to the Violations report page of Policies for Microsoft 365, so that users can view violation details. Note that this link will not be displayed in emails sent to users who do not have subscriptions to access Policies for Microsoft 365.

       For the out-of-policy object identified by the following rules, its name or location will include a hyperlink. Clicking it will open the corresponding file directly. Currently supported file extensions: .xlsx, .csv, .docx, .rtf, .pdf, .txt, .html, and .pptx.

       • Restrict Sharing Links

       • Content Creation and Upload Restriction

       • Deletion Restriction

       • Guest User Full Control Permission Restriction

       • Permission Inheritance Protection

       • Restrict Sharing Links with Edit Permission

       • Sharing Link Expiration Enforcement

     • Dynamic object name reference – The workspace-specific identifiers for identifying the affected object.

       • For SharePoint sites and OneDrives, the site name will be displayed.

       • For Microsoft 365 Groups and Teams, the Group or Team name will be displayed.

       • For Exchange mailboxes and Microsoft 365 users, the email address will be displayed.

       • For security groups, the group name and group ID will be displayed.

       • For distribution groups, the group name will be displayed.

     • Collection time – The time when the violation was collected.

     • Auto fix violations – Whether the policy has enabled the auto fix violations setting.

     • Comment for specific rules – Select this option if you want to show your comment in the table when the specified rule is violated.

       You need to select an object type, rule name, and enter your comment for the violation of the selected rule. Click Add rule to add additional rules to this template.

       Alternatively, you can follow the configurations set in the default email template.

     • Customized row – Click Add another row to add a customized row in the table. You can enter the content in the two columns for the customized rows.

   • Other content – Select whether to show the other content in the email notification, including:

     • The View All Violations button – The link with which users can access Policies for Microsoft 365 and view all violations. This link will not be displayed in the emails sent to users who do not have subscriptions to access Policies for Microsoft 365.

     • Email footer with copyright – The email footer with AvePoint copyright message.

     Alternatively, you can follow the configurations set in the default email template.

4. Click Preview to preview the email template.

5. Click Create to create the email template, or you can click Cancel to cancel without saving any changes.

#End User Email Templates

End-user email templates will be used when you want to notify users whose actions violate rule settings. To enable these notifications, select the Include users whose actions violate rule settings checkbox within each rule.

There is a built-in end-user email template, and you can customize it to meet your requirements. You can also create multiple end-user email templates as needed.

Among all end-user email templates, you can set one as the default. When you choose to send violation notifications to end users, you can use the default email template. To set an email template as the default, enable the email template Default column in the template table.

To create an email template for end users, complete the following steps:

1. On the Settings > Notification > End-user email template page, click Create email template. The Create end-user email template page appears.

2. General information – Complete the general information as below:

   • Name – Enter a name for the email template.

   • Description – Enter an optional description for future reference.

   • Language – Select an option:

     • Follow the default email template – If you select this option, the email template will use the same language as the one defined in the default email template.

     • Use the default language – If you select this option, the email template will use the language set in AvePoint Online Services > Administration > General settings > Culture settings.

       Currently, Policies for Microsoft 365 only supports sending email notifications in English, Japanese, French, and German. If the language you set in AvePoint Online Services is none of the above, email notifications will be sent in English.

     • Select a language – If you select this option, you need to select a language from the drop-down list. The email template will use the selected language.

   • Allow attachments – Choose if you want to allow attachments in email notifications.

     Alternatively, you can follow the configurations set in the default email template.

3. Email content – Customize the email content as below:

   You can click View example to view the email template example.

   • Subject – Enter a subject for the email notification.

     Alternatively, you can follow the configurations set in the default email template.

   • Attachment name – If attachments are allowed to be inserted, enter the name for the attachment in the email notification.

     Alternatively, you can follow the configurations set in the default email template.

   • Email header – Upload an image for the email header. The maximum image size is 1 MB, and the image format must be JPG, BMP, or PNG.

     Alternatively, you can follow the configurations set in the default email template.

   • Message body – Enter the message body shown in the email notification. A rich text editor is supported.

     Alternatively, you can set the configurations in the default email template.

   • Table content – Select the content shown in the table. You can select from the following:

     • Rule name – The rules in the policy that have been violated.

     • Rule description – The description of the violated rules.

     • Location/Object – The location or object that violates the policy.

       For the out-of-policy object identified by the following rules, its name or location will include a hyperlink. Clicking it will open the corresponding file directly. Currently supported file extensions: .xlsx, .csv, .docx, .rtf, .pdf, .txt, .html, and .pptx.

       • Restrict Sharing Links

       • Content Creation and Upload Restriction

       • Deletion Restriction

       • Guest User Full Control Permission Restriction

       • Permission Inheritance Protection

       • Restrict Sharing Links with Edit Permission

       • Sharing Link Expiration Enforcement

     • Dynamic object name reference – The workspace-specific identifiers for identifying the affected object.

       • For SharePoint sites and OneDrives, the site name will be displayed.

       • For Microsoft 365 Groups and Teams, the Group or Team name will be displayed.

       • For Exchange mailboxes and Microsoft 365 users, the email address will be displayed.

       • For security groups, the group name and group ID will be displayed.

       • For distribution groups, the group name will be displayed.

     • Collection time – The time when the violation was collected.

     • Auto fix – Whether the violated policy has enabled auto fix.

     • Comment for specific rules – Select to show your comment in the table when the specified rule is violated.

       You need to select an object type, rule name, and enter your comment for the violation of the selected rule. Click Add rule to add additional rules to this template.

       Alternatively, you can follow the configurations set in the default email template.

     • Customized row – Click Add another row to add a customized row to the table. You can enter the content in the two columns for the customized rows.

   • Other content – Select whether to show Email footer with copyright in the email notification. If selected, there will be an email footer with an AvePoint copyright message.

     Alternatively, you can follow the configurations set in the default email template.

4. Click Preview to preview the email template.

5. Click Create to create the email template, or you can click Cancel to cancel without saving any changes.

#Job Notifications

In Settings > Notification > Job notification, you can choose whether to send email notifications for job exceptions and job summary reports.

For job exceptions, you can manage the following configurations:

• Send notifications when job exceptions occur – Turn on the toggle to send email notifications when the job status is unfinished.

• Send notifications to the following users – Enter the email addresses to specify the recipients who will receive the email notifications.

• Send notifications for jobs with the following statuses – Select the job statuses when to trigger the email notification: Skipped, Failed, and Finished with exception.

For job summary reports, you can manage the following configurations:

• Receive summary report – Turn on the toggle to send job summary reports based on the configured frequency.

• Frequency – Select the frequency for sending job summary reports. Select Daily to send a job summary report every day at 00:00 UTC; select Weekly to send a job summary report every Monday at 00:00 UTC.

• Content – Choose whether or not to send job details as an attachment to the job summary report.

• Send notifications to the following users – Enter the email addresses to specify the recipients who will receive the job summary reports.