Custom Email Templates

WebReports provides customizable templates for user invitations, password-reset requests, and forgotten-username requests. Administrators can edit the subject and message users receive for each type of email.

Important: Template variables automatically insert information such as usernames and links. Do not remove or modify these variables unless instructed by BridgeWorks Support.

Open the email templates

1. Sign in to WebReports with an administrator account.
2. Select Configuration.
3. Select Email.
4. Scroll past the Email Profile settings to the email-template sections.

Customize the invitation email

The invitation template is sent when a user is invited to access WebReports.

1. Locate the invitation email template.
2. Edit the email subject and message as needed.
3. Preserve any template variables contained in the message.
4. Select the template’s update button to save your changes.

Template used for WebReports user invitations.

Customize the password-reset email

The password-reset template is sent when a user requests a link to reset their WebReports password.

1. Locate the password-reset email template.
2. Edit the email subject and message as needed.
3. Keep the password-reset link variable in the message so recipients can complete the reset process.
4. Select the template’s update button to save your changes.

Template sent in response to a password-reset request.

Important: Removing or changing the password-reset link variable may prevent users from resetting their passwords.

Customize the forgotten-username email

The forgotten-username template is sent when a user requests help recovering their WebReports username.

1. Locate the forgotten-username email template.
2. Edit the email subject and message as needed.
3. Preserve the username variable so the user’s account information can be inserted into the email.
4. Select the template’s update button to save your changes.

Template sent in response to a forgotten-username request.

Important: Removing or changing the username variable may prevent the email from displaying the user’s account information correctly.

Restore a default template

If a template needs to be returned to its original WebReports wording:

1. Locate the template you want to restore.
2. Select the option to restore or reset the template.
3. Review the restored subject and message.
4. Save the template if prompted.

Restoring a template replaces its customized content. Copy any wording you may want to retain before restoring the default.

Recommended practices

• Use clear subject lines that identify the message as coming from your organization.
• Keep instructions brief and easy to follow.
• Do not include passwords or other sensitive information in a template.
• Preserve all required template variables.
• Review spelling, links, and organization-specific wording before saving.
• Test user invitations and account-recovery messages after making significant changes.