The e-mail notification system

To be able to send e-mails from FileRun, you need to either have PHP configured with “sendmail” or have FileRun configured with an SMTP server.

You can change the e-mail settings from the “Control Panel » System configuration » E-mail settings” section.

Do note that most SMTP servers require authentication, and to prevent spam and other attacks, some don't even allow you to send e-mails from other addresses than the one configured for authentication. So don't be surprised if you are trying to send a file from a particular e-mail address and the recipient sees the message as coming from the address you used for the SMTP authentication.

FileRun tries to detect your SMTP server configuration and in some cases will use STARTTLS even if you don't want to. If that is the case, the solution is to open the file customizables/config.php (create the file if it doesn't exist) in a text editor and edit it too look like this:

<?php $config['system']['email']['smtp_options'] = ['SMTPAutoTLS' => false, 'ssl' => ['verify_peer' => false, 'verify_peer_name' => false,'allow_self_signed' => true]];

By default the e-mail notifications messages are sent from the e-mail address “”. Please change this to a valid e-mail address.


There are three ways you can configure FileRun to send e-mail notifications:

The "Notifications" checkbox

The admin can enable or disable the “Notifications” checkbox when adding or editing a user account. In this case the user will receive e-mail notification messages when:

  • A file has been downloaded by another user.
  • Another user provided a file or a folder via copying, moving, uploading or sharing.
  • Another user added a comment or set a label on a file or a folder.
  • The space quota, if one is set, is about to hit the usage limit.

The above can be customized, by either removing or adding triggers. Please see $config['app']['email_notification']['basic_actions'] on the advanced configuration page.

The users themselves can also enable or disable these notifications from their “Account settings” panel.

One requirement from e-mail notifications to be sent on other users action is the permission to “Can interact with”. This is set from the control panel, under the “Permissions” tab, when editing a user account. If user A isn't aware of the existence of user B, user A will not be notified if user B makes changes inside user A's folders.

This option applies only for actions performed inside the user's configured home folder. It does not apply to files and folders accessed via other user's shares.

The "Control Panel" » "Notifications" section

Admin users can also use the “Control Panel » Notifications” section for setting up rules for notifications. Here you manually select which user-performed actions should send e-mail notifications. Using this option you can configure e-mail notifications to be sent to different e-mail addresses than the ones set for the user accounts.

Per folder notifications

With the Enterprise FileRun version, users can choose to be notified when certain actions are being performed in a particular folder, by right-clicking the folder and selecting the “Notifications” option. The users can choose to be notified about various actions performed by other users on files located inside the selected folder.

Customizing the notification messages

There are more than 70 actions that FileRun can monitor in order to send e-mail notifications. Each action can have its own e-mail body template. For each action there is a corresponding template file, located inside the folder customizables/emails/. For the actions that do not have a template file, the template customizables/emails/generic.tpl.txt will be automatically used.

The following information which applies to all outgoing notifications can be customized from the control panel, under “System configuration”, “E-mail”, “Settings”:

  • From e-mail address
  • An optional BCC e-mail address
  • E-mail subject
  • Body content

E-mail template file format

 User "{$}" has performed the following action: "{$info.details.action}

The XML tags (<Action>, <From>, <Subject>, etc…) should not be altered or removed from the template files.

The body of the notifications contains Smarty syntax that allows you to use variables and perform various logical operations. For more details on using Smarty, please check this page:

The following are some of the Smarty variables that might be available inside the templates:

{$info.userInfo.username} User’s login name.
{$} User’s name.
{$} Company name
{$} User’s website address.
{$info.userInfo.description} User’s admin note.
{$info.config.url.root} The URL of the FileRun installation.
{$info.settings} Array containing FileRun's current settings.
{$info.details} Array containing details related to the performed action. The structure varies according to each specific action.

Adding an email notification template

Each action has a unique keyname. Here are two examples:

  • upload for “When a file gets uploaded.”
  • download for “When a file gets downloaded”).

(You can check the following table for a list of keynames.)

To add a custom template for a certain action, a text file named keyname.tpl.txt should be created in the e-mail notifications templates folder (as pointed above).

Actions keynames

Used often
upload File uploaded
receive_upload File received (via upload)
receive_copy File received (via copy)
receive_move File received (via move)
download File downloaded
provide_download File downloaded by other user
weblink_access WebLink folder access
weblink_download WebLink download
weblink_upload File received (via WebLink)
shared_folder_available New shared folder available
shared_file_available New shared file available
comment_added File/folder comment added
comment_received Comment received on a file/folder from other user
label_received Label received on a file/folder from other user
metadata_changed Metadata information changed for a file/folder
login Login
folder_shared Folder shared
file_shared File shared
weblink_create WebLink created
file_encrypted File encrypted
file_decrypted File decrypted
Rarely used
weblink_update WebLink modified
weblink_remove WebLink removed
login_failed Login failed
login_failed_account_deactivated Account deactivated
password_changed Password changed
user_manually_activated Account activated by admin user
user_manually_deactivated Account deactivated by admin user
comment_removed File comment removed
folder_unshared Folder unshared
Successful file actions
file_moved File moved
file_copied File copied
file_deleted File deleted
deleted_file_restored Restored deleted file
trash_delete_file File permanently deleted
file_renamed File renamed
zip_files Files zipped
files_send_by_email Files sent by email
file_locked File locked
file_unlocked File unlocked
version_restored File version restored
version_deleted File version deleted
Successful folder actions
new_folder New folder created
folder_moved Folder moved
folder_deleted Folder deleted
deleted_folder_restored Restored deleted folder
trash_delete_folder Folder permanently deleted
folder_renamed Folder renamed
folder_copied Folder copied
zip_folder Folder zipped
Failed file actions
upload_failed Upload failed
file_copy_failed Failed to copy file
file_deletion_failed Failed to delete file
file_move_failed Failed to move file
failed_file_rename Failed to rename file
zip_files_failed Failed to zip files
files_send_by_email_failed Failed to send files by email
file_lock_failed Failed to lock file
file_unlock_failed Failed to unlock file
failed_to_add_comment Failed to add comment to file
failed_to_remove_comment Failed to remove comment from file
version_restoration_failed Failed to restore file version
version_deletion_failed Failed to delete file version
Failed folder actions
new_folder_failed Failed to create new folder
failed_folder_rename Failed to rename folder
folder_copy_failed Failed to copy folder
folder_deletion_failed Failed to delete folder
folder_move_failed Failed to move folder
zip_folder_failed Failed to zip folder
new_user_registration New user registration
password_changed Password changed
password_recovery Password recovery
user_added User added
user_edited User edited
user_deleted User deleted
role_added Role added
role_edited Role edited
role_deleted Role deleted
space_quota_warning Space quota usage warning

You can configure FileRun to send all the notifications for a certain time period in a single e-mail message. This helps preventing FileRun from sending hundreds of e-mail messages at a time, when users are uploading many files in a short time span.

To enable this you need to uncheck the option “Instant email notifications” available in “Control Panel” » “System configuration” » “E-mail settings”. The notifications will no longer be sent instantly, but queued until you run the script cron/email_notifications.php from the command line. On most Linux servers the command looks like this:

php cron/email_notifications.php

In some cases, where you have a custom php.ini PHP configuration file for the FileRun installation folder you might need to specify the path to it, so that the command is executed with the same configuration and not the default one (which usually doesn't load needed extensions, such as ionCube):

php -c php.ini cron/email_notifications.php

Using a Cron job on Linux servers or a scheduled task on Windows, you can choose the time interval the e-mail notifications are getting sent.

You can read more about cron here: For examples, see this page:

If you are using a web hosting service, you most probably have a control panel tool for setting up scheduled tasks, so we recommend you to ask your server administrator or hosting service tech support how do you go about setting this up.