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Configure

The e-mail notification system

Setup

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.

To use an SMTP server, open E-mail → Settings → SMTP in the control panel and tick Use an SMTP server. The page asks for the SMTP server, the Port number and the Security (None, TLS or SSL). If the server requires a login, tick SMTP requires authentication. and fill in the SMTP username and the SMTP password. Test settings checks the configuration.

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 add configure FileRun with:

 1$config['system']['email']['smtp_options'] = [
 2  'SMTPAutoTLS' => false
 3];

Not recommended, but if you need to disable the SSL certificate checking, you can do so:

 1$config['system']['email']['smtp_options'] = [ 
 2  'ssl' => [
 3    'verify_peer' => false, 
 4    'verify_peer_name' => false,
 5    'allow_self_signed' => true
 6  ]
 7];

By default, FileRun sends its messages from the address configure-me@example.com. Set a real address in From e-mail address, and the name to show with it in From name, under E-mail → Settings → General.

Introduction

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/folder via copying, moving, uploading, or sharing.
  • Another user added a comment or a tag 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.

One requirement for e-mail notifications to be sent on other users' actions 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.

Note

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

Notification rules

Admin users can also use E-mail → Notification rules in the control panel 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

Users can choose to be notified when certain actions are performed in a particular folder, and in the folders below it, by right-clicking the folder and choosing Information → Notifications. What they see is described in the user guide.

The option is off in a new installation. Turn it on with Allow users to set notification settings to folders., under E-mail → Settings → Notifications. A user also needs an e-mail address, and has to be allowed to see other users (Can interact with), because the notifications are about what other users do.

Notification settings

E-mail → Settings → Notifications in the control panel:

  • BCC — an address that receives a copy of every notification e-mail.
  • Manually run notifications now — sends the waiting notifications straight away, and shows what was done.
  • Clear queue — discards every notification that is waiting to be sent. It cannot be undone.
  • Allow users to set notification settings to folders. — the per folder notifications described above. Off by default.
  • Automatic share e-mail notifications — when a folder is shared with users, subscribes them to it, so that they are notified when files, comments or tags are added inside it. Off by default. Users unsubscribe through Information → Notifications on the shared folder, and that option is shown only when the previous setting is on.

Nothing is sent until the email_notifications.php command runs on your server, so how often you schedule it decides how often the messages go out. Each recipient gets one message listing all their waiting notifications. A run writes to at most 20 recipients by default and leaves the rest for the next run, so on a busy installation schedule it every few minutes. See Command line tools.

Translating or customizing the messages

To customize the e-mail message or translate it to another language you would need to make a copy of apps/Core/!includes/emails/english/notifications.tpl.php to customizables/emails/english/notifications.tpl.php and edit that file.

If your currently selected default FileRun language is not English, you would need to rename the path accordingly.