Email notification templates are configurable email notifications that
are sent to end users to inform them about an upcoming password
expiration. These can be sent out at a particular day (for example, 3
days before password expiration), or within a certain interval (for
example, 10 to 1 day(s) before password expiration). You can create as
many email templates as you like. Note that the time of day the
notifications will be sent depends on the configuration of the
PollingTime registry setting (the default time is 00:00).
In the GPO in question, create or Edit a configuration (please refer
to the section above on how to create or edit a configuration).
Click on Email notification templates in the left navigation.
- Click the New button to create a new template.
Fill out all the fields in the template:
Note that new templates will be partially filled out with default
- Days: sets the number of days before password expiration.
This can be a specific day (e.g. 3) or an interval (e.g. 20-10).
Note that you can also combine multiple days and intervals, as long
as you separate them by commas (e.g. 10-5, 1 for the interval 10 to
5 days prior to expiration and 1 day prior to expiration). If
you want to send two different notifications (with different texts),
you have to make two templates.
Sender address: sets the address the mail is sent from. Note that
the actual SMTP configuration for the email is set in the SMTP
Configuration menu (see section below).
Sender display name: sets the sender name displayed in the email.
To: sets the email address of the recipient. This should usually be
set to the %mail% placeholder to send it to the user in question.
- CC: sets the email address where a copy can be sent.
- Email priority: sets the priority of the email notification.
Can be set to High, Normal, or Low.
- Subject: the email’s subject line.
- Body: the body text of the email.
Copying a template
Templates can be copied by selecting an existing template and clicking
on the New Copy button.
copies of templates need to be saved by clicking OK once you
have made all of your changes. Clicking Cancel will result in
the copy being deleted.
Templates can be deleted by selecting the template you want to delete
and clicking the Delete button.
In most template fields placeholder text can be input, which are
variables that will be replaced by relevant values specific to the end
user the email is sent to. So, the text “Your password will expire in
%TotalDaysLeft% days,” for a template set to an interval of 20-10 days
(in the Days field above), will be sent to all affected users
whose password will expire in between 20 to 10 days, and will be
converted to “Your password will expire in 12 days.” for a user whose
password will expire in 12 days, while it will say “Your password will
expire in 19 days.” for users whose passwords will expire in 19 days.
To insert placeholder texts, right-click inside the field where you want
to insert the placeholder, and choose from the list that appears.
The following placholders are available:
- %mail%: end user’s email address.
- %TotalHoursLeft: number of hours left before password
- %TotalDaysLeft%: number of days left before password
- %HoursLeft%: number of hours left on the last day before
expiration. This can be used in conjunction with
%TotalDaysLeft% to give a more precise expiration time. E.g.
“Your password will expire in %TotalDaysLeft% days and
- %PasswordExpirationTime%: the expiration date and time
displayed in the Timezone set in the Date Format configuration;
the format is determined by the Region for date format.
- %PasswordExpirationTimeUtc%: the expiration date and time
displayed in UTC time. Note that this placeholder is a legacy
placeholder and will be phased out in future versions; it will also
not appear in the right-click menu.