Email Communication

What is email communication?

In the context of External Share for Confluence, 'Email communication' refers to outgoing emails, such as the invitation to share. When an external link is created and 'Send via email' is clicked, an invitation email will be sent to the external user.

1. Invite

This is the invitation mail when Confluence pages are shared.
This email will include a hyperlink labeled “here,” allowing external users to view the shared pages.
In case you set the password, this password will be automatically included in the mail body.

2. Verification

This is a second outgoing email when you need account verification to view the shared pages.
To send verification email, you should put email address in your configuration page. You can navigate to Confluence pages that you want to share → Create external share → Selected users→ Share with specific emails.

Email customization

You can customize e-mail details, here is what you can customize:

Email Sender
Email Recipient
Email Title & Body

Email Sender Customization

You can customize the email sender.

Click on the “Apps” dropdown menu and select External Share for Confluence
Navigate to Global Setting → Custom Email tab

By default, emails are sent from: External Share for Confluence <no-reply@external-share.com>.

However, as introduced, you can change your sender email address by clicking “Enable custom email” and specifying Host, Port and Username.

Email Recipient Customization

Navigate to External Share for Confluence → Spaces Configuration → Selected Users

You can restrict email addresses or domains for the selected user functionality. While creating a link only the listed addresses/domains will be allowed to be used. Details on Spaces Configuration can be found in our Space Configuration documentation.

Email Title & Body Customization

If you want to set the subject or content of all emails at once as a default, you can navigate to External Share for Confluence → Global Settings → Email Template and edit the settings.

In this tab, you can edit email Title, Content(Body), and Template for advanced customization of email’s structure and design.

Title and content contain keywords that are replaced with the following values when the e-mail form is displayed in the context of the selected share:

${sender} - user sending the message,
${title} - title of page,
${password} - optional password used to protect shared link,
${url} - unique shared link url address,
${registrationUrl} - link to registration url, used when ‘Selected Users' is filled, added when email is send to user who didn’t confirmed their account yet,
${expiration} - optional expiration date of shared link.

For more details about Email template, please check our Email Template documentation.