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Update the notifications config article #7557 #2026

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f683bed
Update the notifications config article #7557
alhambrav Jun 2, 2025
6f24f11
Update updated version
alhambrav Jun 9, 2025
e49fbfd
Add new property for workflow notifications #7557
alhambrav Jun 10, 2025
930f2a9
Merge with master
Sep 25, 2025
28ffe79
Fix path of notification-config.xml file
Oct 24, 2025
c9bb0d3
Update example email template for notification config
Oct 24, 2025
3f51c12
Merge with master
alhambrav Apr 29, 2026
3d3cb74
Update based on coderabbit review
alhambrav Apr 29, 2026
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224 changes: 163 additions & 61 deletions source/reference/modules/studio.rst
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Original file line number Diff line number Diff line change
@@ -1,5 +1,5 @@
:is-up-to-date: True
:last-updated: 4.4.3
:last-updated: 5.0.0

.. highlight:: xml

Expand Down Expand Up @@ -97,10 +97,12 @@ In this section, we will highlight some of the more commonly used properties in
- Configure capabilities for CloudFormation stack
* - :ref:`Validations Regex <studio-validations-regex>`
- Configure the regex used for validating various inputs
* - :ref:`Notification Service Configuration <notification-service-configuration>`
- Configure the notification service for workflow
* - :ref:`Disk Monitoring <studio-disk-monitoring>`
- Configure the disk monitoring notifications and thresholds
* - :ref:`Workflow Notification Configuration <notifications-configuration>`
- Configure the workflow notifications
- Configure the HTML notifications sent at each point in the workflow
* - :ref:`Commit Message <studio-commit-message>`
- Configure the commit messages used by Crafter Studio
* - :ref:`Audit Log <studio-audit-log>`
Expand Down Expand Up @@ -2878,7 +2880,7 @@ All configuration for the notification system is done by a site admin (on a per
Where
'''''
.. code-block:: xml
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notifications.xml*
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notification-config.xml*

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<notificationConfig>
...
Expand Down Expand Up @@ -2956,7 +2958,7 @@ Configure Who Gets Notifications
Configure who gets notifications by entering the email addresses of the people you want to send notifications to, in between the tags ``<deploymentFailureNotification>`` and/or ``<approverEmails>``

.. code-block:: xml
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notifications.xml*
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notification-config.xml*
:linenos:

<notificationConfig>
Expand All @@ -2979,7 +2981,7 @@ Configure Studio Workflow Dialog Messages
Below is a sample of Studio workflow dialog messages defined in our notifications configuration file.

.. code-block:: xml
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notifications.xml*
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notification-config.xml*
:linenos:

<notificationConfig>
Expand Down Expand Up @@ -3018,10 +3020,16 @@ Below is a sample of Studio workflow dialog messages defined in our notification
~~~~~~~~~~~~~~~~~~~
Configure Templates
~~~~~~~~~~~~~~~~~~~
Below is an example of a configured email messages for each point in the workflow, found in between the tag <emailTemplates> in the notifications configuration file.
Below is an example of a configured email messages for each point in the workflow, found in between the tag
``<emailTemplates>`` in the notifications configuration file.
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.. raw:: html

<details>
<summary><a>Configured email messages in the notifications configuration file</a></summary>

.. code-block:: xml
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notifications.xml*
:caption: *CRAFTER_HOME/data/repos/sites/SITENAME/sandbox/config/studio/notification-config.xml*
:linenos:

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<notificationConfig>
Expand All @@ -3040,23 +3048,23 @@ Below is an example of a configured email messages for each point in the workflo
The following content was unable to deploy:
<ul>
<#list files as file>
<li>${file.internalName!file.name}</li>
<li>${file.action}: ${file.path} from package ${file.packageId}.
<#if file.liveError != 0>Live error: ${file.liveError?c}</#if><#if file.stagingError != 0>Stage error: ${file.stagingError?c}</#if></li>
</#list>
</ul>
Error:<br/>
${deploymentError.toString()}
<#if deploymentError?has_content>
Error:<br/>
<pre>${deploymentError}</pre>
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</#if>
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<br/><br/>
<a href="${liveUrl}" >
<img style="max-width: 350px; max-height: 350px;" src="${liveUrl}/static-assets/images/workflow-email-footer.png" alt="" />
</a>
</p>
</body>
</html>
]]></body>
</emailTemplate>

<emailTemplate key="contentApproval">
<subject><![CDATA[<#if scheduleDate??>Content Scheduled <#else>Content Approved</#if>]]></subject>
<subject><![CDATA[<#if publishPackage.schedule??>Content Scheduled <#else>Content Approved</#if>]]></subject>
<!-- Timezone can/is being overwritten in the following template -->
<body><![CDATA[
<#setting time_zone='EST'>
Expand All @@ -3066,29 +3074,37 @@ Below is an example of a configured email messages for each point in the workflo
</head>
<body style=" font-size: 12pt;">
<p>
<#if scheduleDate??>
The following content has been scheduled for publishing on ${scheduleDate?string["MMM dd, yyyy 'at' hh:mm a"]} Eastern Time.
<#if publishPackage.packageType == 'INITIAL_PUBLISH'>
${reviewer.first_name!submitter.username} ${reviewer.last_name} has approved your initial publish request.
<#elseif publishPackage.packageType == 'PUBLISH_ALL'>
${reviewer.first_name!submitter.username} ${reviewer.last_name} has approved your publish all request.
<#else>
The following content has been reviewed and approved by ${approver.firstName!approver.username} ${approver.lastName!""}:
</#if>
<ul>
<#list files as file>
<#if file.page>
<a href="${liveUrl}/${file.browserUri!""}">
</#if>
<li>${file.internalName!file.name}</li>
<li>
<#if file.page>
<a href="${liveUrl}/${file.browserUri!""}">
</#if>
${file.internalName!file.name}
<#if file.page>
</a>
</#if>
</li>
</#list>
</ul><br/>
Site: ${siteName}
<br />
<#if scheduleDate??>
<a href="${liveUrl}">Click Here to View Your Published Content</a>
<br/>
Scheduled date: ${publishPackage.schedule?datetime.iso?string["MMM dd, yyyy 'at' hh:mm a"]} Eastern Time.
<br />
</#if>
<a href="${authoringUrl}/site-dashboard" >
<img style="max-width: 350px; max-height: 350px;" src="${liveUrl}/static-assets/images/workflow-email-footer.png" alt="" />
</a>
Target: ${publishPackage.target}
<br/>
Reviewer comment:<br/>
${publishPackage.reviewerComment!""}
<br/>
</p>
</body>
</html>
Expand All @@ -3105,28 +3121,44 @@ Below is an example of a configured email messages for each point in the workflo
</head>
<body style=" font-size: 12pt">
<p>
${submitter.firstName!submitter.username} ${submitter.lastName} has submitted items for your review:
<ul>
<#list files as file>
<#if file.page>
<a href="${authoringUrl}/preview/#/?page=${file.browserUri!""}&site=${siteName}">
</#if>
<li>${file.internalName!file.name}</li>
<#if file.page>
</a>
</#if>
</#list>
</ul>
<#if submissionComments?has_content>
<#if publishPackage.packageType == 'PUBLISH_ALL'>
${submitter.first_name!submitter.username} ${submitter.last_name} has submitted a 'publish all' request for your review.
<#elseif publishPackage.packageType == 'INITIAL_PUBLISH'>
${submitter.first_name!submitter.username} ${submitter.last_name} has submitted an 'initial publish' request for your review.
<#else>
${submitter.first_name!submitter.username} ${submitter.last_name} has submitted items for your review:
</#if>
<#if files?? &amp;&amp; files?size gt 0>
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<ul>
<#list files as file>
<li>
<#if file.page>
<a href="${authoringUrl}/studio/preview/#/?page=${file.browserUri!""}&site=${siteName}">
</#if>
${file.internalName!file.name}
<#if file.page>
</a>
</#if>
</li>
</#list>
</ul>
</#if>
<br />
Site: ${siteName}
<br />
<#if publishPackage.submitterComment?has_content>
Comments:<br/>
${submissionComments!""}
${publishPackage.submitterComment!""}
<br/>
</#if>
<#if publishPackage.schedule??>
Scheduled date: ${publishPackage.schedule?datetime.iso?string["MMM dd, yyyy 'at' hh:mm a"]} Eastern Time.
<br/>
</#if><br/>
<a href="${previewUrl}/site-dashboard">Click Here to View Content Waiting for Approval</a>
</#if>
Target: ${publishPackage.target}
<br/>
<a href="${authoringUrl}/studio/site-dashboard">Click Here to View Content Waiting for Approval</a>
<br/><br/>
<a href="${liveUrl}" >
<img style="max-width: 350px; max-height: 350px;" src="${liveUrl}/static-assets/images/workflow-email-footer.png" alt="" />
</a>
</p>
</body>
</html>
Expand All @@ -3143,24 +3175,40 @@ Below is an example of a configured email messages for each point in the workflo
</head>
<body style=" font-size: 12pt;">
<p>
The following content has been reviewed and requires some revision before it can be approved:
<ul>
<#list files as file>
<#if file.page>
<a href="${authoringUrl}/preview/#/?page=${file.browserUri!""}&site=${siteName}">
</#if>
<li>${file.internalName!file.name}</li>
<#if file.page>
</a>
</#if>
</#list>
</ul>
<#if publishPackage.packageType == 'INITIAL_PUBLISH'>
${reviewer.first_name!submitter.username} ${reviewer.last_name} has reviewed your initial publish request and it requires some revision before it can be approved:
<#elseif publishPackage.packageType == 'PUBLISH_ALL'>
${reviewer.first_name!submitter.username} ${reviewer.last_name} has reviewed your publish all request and it requires some revision before it can be approved:
<#else>
${reviewer.first_name!submitter.username} ${reviewer.last_name} has reviewed the following content that requires some revision before it can be approved:
</#if>
<#if files?? &amp;&amp; files?size gt 0>
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<ul>
<#list files as file>
<li>
<#if file.page>
<a href="${authoringUrl}/studio/preview/#/?page=${file.browserUri!""}&site=${siteName}">
</#if>
${file.internalName!file.name}
<#if file.page>
</a>
</#if>
</li>
</#list>
</ul>
</#if>
<br />
Site: ${siteName}
<br />
<#if publishPackage.schedule??>
Scheduled date: ${publishPackage.schedule?datetime.iso?string["MMM dd, yyyy 'at' hh:mm a"]} Eastern Time.
<br/>
</#if>
Target: ${publishPackage.target}
<br/>
Reason:<br/>
${rejectionReason!""}
<br/><br/>
<a href="${authoringUrl}/site-dashboard" >
<img style="max-width: 350px; max-height: 350px;" src="${liveUrl}/static-assets/images/workflow-email-footer.png" alt="" />
</a>
${publishPackage.reviewerComment!""}
<br/>
</p>
</body>
</html>
Expand All @@ -3170,6 +3218,10 @@ Below is an example of a configured email messages for each point in the workflo
</lang>
</notificationConfig>

.. raw:: html

</details>

|hr|

.. _studio-validations-regex:
Expand Down Expand Up @@ -3212,6 +3264,56 @@ The following section of Studio's configuration overrides allows you to configur

|hr|

.. _notification-service-configuration:

""""""""""""""""""""""""""""""""""
Notification Service Configuration
""""""""""""""""""""""""""""""""""
CrafterCMS can send out notification emails on each point of the workflow.
The following allows you to configure the notification service:

.. list-table:: Notification Service Properties
:header-rows: 1

* - Property
- Description
* - studio.workflow.notification.maxItemCount

.. version_tag::
:label: Since
:version: 5.0.0

- The maximum number of items included in the notification messages

* - studio.workflow.notification.enabled
- Enables/disables notification messages on workflow events
* - studio.notification.configurationFile
- The location of the workflow notifications configuration file
* - studio.notification.timezone
- The timezone used in the notification emails

|

The notification service properties listed above can be customized by overriding them using one of the override
files. Here are the default values configured:

.. code-block:: yaml

##############################################################
## Notification Service ##
##############################################################
# Maximum number of items to include in the workflow notification messages
studio.workflow.notification.maxItemCount: 10
# Enable/disable notification messages on workflow events
studio.workflow.notification.enabled: true
# Path where the notification configuration is located
studio.notification.configurationFile: workflow/notification-config.xml
# Timezone for the email template engine (which determines how FreeMarker interprets `now` etc.)
studio.notification.timezone: UTC

To learn more on configuring the workflow notification emails being sent, see
:ref:`Workflow Notification Configuration <notifications-configuration>`.

.. _studio-disk-monitoring:

"""""""""""""""
Expand Down