Overview
Keep your site user list up to date by configuring validation emails, automated messages sent at regular intervals to confirm account activity. This guide explains how to enable, configure, and customise user validation emails in Encodify.
Encodify allows administrators to periodically verify whether user accounts are still active by sending validation emails. If a user does not respond within a specified time, their account is marked as expired and automatically closed.
This feature helps maintain a clean and accurate user database, especially in large organisations or multi-tenant setups.
Configuring Validation Email
Enabling Validation Emails
Before customising the email content or timing, you need to enable the feature:
Navigate to Site Configuration → User Settings → Validation Email.
Click Edit Settings on the toolbar.
Tick the checkbox Enable User Validation Emails.
Click OK to save your settings.
Defining Email Frequency and Response Deadline
Set the timing of both how often validation emails are sent and how long users have to respond:
In the Time Between Validations box, enter the number of days between each validation email sent to users.
In the User Response Delay box, enter the number of days users have to respond before their account is marked as expired.
Configuring Response Email Settings
To handle replies to validation emails, you must configure a receiving email account using the POP3 protocol:
Setting | Description |
|---|---|
From Field: Email Address | The email address that will receive user responses |
From Field: Name | The sender's name is displayed in the email |
POP3 Server | The incoming mail server address |
POP3 Login | Username for accessing the POP3 server |
POP3 Password | Password for the POP3 account |
Customising the Validation Request Email
This is the email users will receive asking them to validate their account:
In Subject 1st Email, enter the subject line for the validation request.
In Content 1st Email, enter the body of the message.
Use the following variables to personalise the email:
$UserName— inserts the user’s name.$SiteName— inserts the name of your Encodify site.
Customising the Validation Confirmation Email
Once a user successfully validates their account, a confirmation email is sent:
In Subject 2nd Email, enter the subject line for the confirmation message.
In Content 2nd Email, enter the message body.
Personalise the message with these variables:
$UserName$SiteName
Enabling Administrator Notifications for Expired Users
If desired, you can be notified when users fail to respond:
Tick the checkbox Send Email to Administrator.
Enter the Administrator Email Address to which notifications should be sent.
Define the Subject and Email Content of the notification email.
Use the following variables to insert user-specific details:
$UserName— name of the unresponsive user$UserEmail— email of the unresponsive user$SiteName— name of the site
Known Behaviours
If a user fails to respond in time, their account is marked as expired and is automatically inactive.
The POP3 email account must be correctly configured for validation responses to be processed.
The admin notification feature helps you track users who no longer engage with the system.