Customizing Email Templates for Co-Authoring

Applies to: DeskSite and FileSite

For DeskSite and FileSite, Co-Authoring displays an email window in your system's default email client if the Preview email before sending option is selected when inviting users. The default email client defined on the operating system generates an email when you:

  • Perform a right-click/Send document

  • Sending a document from the local drive

  • Use the Share option from within a Microsoft Office application

You can edit the HTML text (subject, body text, and so on) and customize the other values that are inserted in the Co-Authoring emails that are sent by iManage Work applications. The application automatically inserts NRLs for the documents which cannot be changed. The following sections explain how to customize the email templates for Outlook or other default mail editors installed on your machine.

NOTE:

  • To prevent future product upgrades from overwriting your customized templates, store the customized templates in %localappdata%\iManage\Work\coauthoring. Co-authoring first searches the %localappdata% folder and the installation directory is probed only if no email templates are found.

  • Ensure that the template name remains the same after customization otherwise the application will not load your custom templates.

Outlook

There are several email templates that are necessary for the co-authoring workflows. By default, they are installed at <iManage Work install directory>\coauthoring . For DeskSite and FileSite, they are available at <install directory>\Worksite\Coauthoring.

  • CoauthoringStart.oft: Start a co-authoring session

  • CoauthoringRequestAccess.oft: Request access for co-authoring a document

  • CoauthoringUnlock.oft: Unlock a co-authoring session

  • CoauthoringFinish.oft: Finish a co-authoring session

The following figure displays (in red) the tokens that can be customized in the CoauthoringStart template.

When you make the changes to a template, click File > Save As. From the Save as type format drop-down list, select Outlook Template and click Save.

images/download/attachments/63810403/StartTemplate.png

For Other Email Editors

Use of your system's default email client other than Outlook for sending co-authoring emails is supported only for DeskSite and FileSite. The following email templates for the same are available at <install path>\Worksite\Coauthoring:

  • coauthorstart.txt: Start a co-authoring session

  • coauthorrequestaccess.txt: Request access for co-authoring a document

  • coauthorunlock.txt: Unlock a co-authoring session

  • coauthorfinish.txt: Finish a co-authoring session

Email Template Tokens

In addition to the standard tokens included in the templates, you can also add other supported tokens. For more information, see the following table.

Table 1: Tokens for Email Template Customization (Outlook)

Template

Supported Tokens

coauthorstart.oft

  • {{imProfileSender}}: sender's full name

  • {{imProfileFilename}}: filename

  • {{imProfileUrlLink}}: URL link to the document in OneDrive (online or on-premise)

  • {{imProfileMessage}}: message user entered in "invite people" dialog

  • DocumentProfiles - See Common Tokens.

coauthorrequestaccess.oft

  • {{imProfileSender}} - sender's full name

  • {{imProfileFilename}} - filename

  • {{imProfileIwlLink}} - IWL link to the co-authored document

  • DocumentProfiles - See Common Tokens.

coauthorunlock.oft

  • {{imProfileSender}} - sender's full name

  • {{imProfileFilename}} - filename

  • {{imProfileIwlLink}} - IWL link to the unlocked document in DMS

  • DocumentProfiles - See Common Tokens.

coauthorfinish.oft

  • {{imProfileSender}} - sender's full name

  • {{imProfileFilename}} - filename

  • {{imProfileStartVersion}} - document version used to start the co-authoring session

  • {{imProfileIwlLink}} - IWL link to the finsihed document in DMS

  • DocumentProfiles - See Common Tokens.

Common Tokens

(for all Co-Authoring email templates)

Complete list of imProfileAttributeIDs

public enum imProfileAttributeID

{

imProfileDatabase = 0,

imProfileDocNum = 1,

imProfileVersion = 2,

imProfileDescription = 3,

imProfileName = 4,

imProfileAuthor = 5,

imProfileOperator = 6,

imProfileType = 7,

imProfileClass = 8,

imProfileSubClass = 9,

imProfileEditDate = 10,

imProfileCreateDate = 11,

imProfileRetainDays = 12,

imProfileSize = 13,

imProfileIndexable = 14,

imProfileIsRelated = 15,

imProfileLocation = 16,

imProfileDefaultSecurity = 17,

imProfileLastUser = 18,

imProfileInUseBy = 19,

imProfileNetNode = 20,

imProfileInUse = 21,

imProfileCheckedOut = 22,

imProfileArchived = 23,

imProfileComment = 24,

imProfileCustom1 = 25,

imProfileCustom2 = 26,

imProfileCustom3 = 27,

imProfileCustom4 = 28,

imProfileCustom5 = 29,

imProfileCustom6 = 30,

imProfileCustom7 = 31,

imProfileCustom8 = 32,

imProfileCustom9 = 33,

imProfileCustom10 = 34,

imProfileCustom11 = 35,

imProfileCustom12 = 36,

imProfileCustom13 = 37,

imProfileCustom14 = 38,

imProfileCustom15 = 39,

imProfileCustom16 = 40,

imProfileCustom17 = 41,

imProfileCustom18 = 42,

imProfileCustom19 = 43,

imProfileCustom20 = 44,

imProfileCustom21 = 45,

imProfileCustom22 = 46,

imProfileCustom23 = 47,

imProfileCustom24 = 48,

imProfileCustom25 = 49,

imProfileCustom26 = 50,

imProfileCustom27 = 51,

imProfileCustom28 = 52,

imProfileCustom29 = 53,

imProfileCustom30 = 54,

imProfileCustom1Description = 60,

imProfileCustom2Description = 61,

imProfileCustom3Description = 62,

imProfileCustom4Description = 63,

imProfileCustom5Description = 64,

imProfileCustom6Description = 65,

imProfileCustom7Description = 66,

imProfileCustom8Description = 67,

imProfileCustom9Description = 68,

imProfileCustom10Description = 69,

imProfileCustom11Description = 70,

imProfileCustom12Description = 71,

imProfileCustom29Description = 72,

imProfileCustom30Description = 73,

imProfileAuthorDescription = 74,

imProfileOperatorDescription = 75,

imProfileTypeDescription = 76,

imProfileClassDescription = 77,

imProfileSubClassDescription = 78,

imProfileLastUserDescription = 79,

imProfileInUseByDescription = 80,

imProfileEditTime = 81,

imProfileExtension = 82,

imProfileFullText = 83,

imProfileSubType = 84,

imProfileEditProfileTime = 85,

imProfileContainerID = 89,

imProfileCustom31 = 96,

imProfileMarkedForArchive = 97,

imProfileEchoEnabled = 98,

imProfileAccessTime = 99,

imProfileMessageUniqueID = 100,

imProfileIsExternal = 101,

imProfileHasAttachment = 102,

imProfileExternalAsNormal = 103,

imProfileProjectItemSID = 104,

imProfileProjectItemParentSID = 105,

imProfileCheckoutPath = 106,

imProfileCheckoutDueDate = 107,

imProfileCheckoutComments = 108,

imProfileCheckoutWhen = 109,

imProfileQuickRetrieve = 110,

imProfileFrozen = 111,

imProfileDeclareDate = 112,

imProfileFileCreateDate = 113,

imProfileFileModifyDate = 114,

imProfileSystemCreateDate = 115,

imProfileSystemModifyDate = 116,

imProfileRestorable = 117,

imProfileHipaaCompliant = 118,

imProfileFtLanguageId = 119,

improfileLSDocURL = 120,

improfileIsLinkSiteDoc = 121,

improfileLSDocSource = 122,

improfileLSWSDocSource = 123,

}

NOTE:

The names of all the supported tokens mentioned in this table are case sensitive. Ensure that you use the exact name of the imProfileAttributeID as provided in the table. For example, {{imProfileDatabase}}, {{imProfileDocNum}}, and so on.


Table 2: Tokens for Email Template Customization (Other Email Editors)

Template

Supported Tokens

coauthorstart.txt

  • {{imProfileSender}}: sender's full name

  • {{imProfileFilename}}: filename

  • {{imProfileUrlLink}}: URL link to the document in OneDrive (online or on-premise)

  • {{imProfileMessage}}: message user entered in "invite people" dialog

coauthorrequestaccess.txt

  • {{imProfileSender}} - sender's full name

  • {{imProfileFilename}} - filename

  • {{imProfileUrlLink}} - URL link to the document in OneDrive (online or on-premise)

coauthorunlock.txt

  • {{imProfileSender}} - sender's full name

  • {{imProfileFilename}} - filename

coauthorfinish.txt

  • {{imProfileSender}} - sender's full name

  • {{imProfileFilename}} - filename