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Sending provisioning emails to VMR and device owners

When bulk-provisioning VMRs and device aliases from Active Directory via LDAP, an email can be sent out to the VMR owner or device owner telling them the:

  • VMR properties, such as its aliases and security PINs
  • device alias properties, such as its associated username and password for registration purposes.

Email generation is specified on a per sync template basis. The content of the email is free-form and can be customized for each generated VMR or device alias by using variables — such as {{pin}} to include the Host PIN in VMR-related emails — that are substituted with the relevant value when each individual email is generated.

You can also send reminder emails to specific VMR or device owners, or to all VMRs and devices associated with a sync template.

Guidelines and limitations

When constructing your email template:

  • Ensure that the subject line of the generated email is a single line.
  • You can use HTML markup (UTF-8 characters only).

Configuring an LDAP sync template to generate emails

When configuring an LDAP sync template (Utilities > LDAP sync templates) you can specify the following email-related options:

Email options
Send emails

When selected, the system generates and sends an email to the:

  • VMR / device owner whenever a synchronization creates a new VMR or modifies an existing VMR (when Sync VMRs is enabled for the template)
  • device owner when a synchronization creates a new device alias or modifies an existing device alias (when Sync devices is enabled for the template).

Separate emails are sent for VMR provisioning and for device provisioning when both Sync VMRs and Sync devices are enabled. Note that you can also manually send reminder emails.
VMR / device owner's email address

The email address of the owner of this VMR or device alias. The generated email(s) will be sent to this address.

Example: {{mail}}
Allow email address to be manually overridden Allows the auto-generated email address to be manually overridden for each VMR or device alias.
SMTP server Select the SMTP server to use for sending provisioning emails (see Configuring SMTP servers).
VMR email subject template A template for the subject line of the email to be sent when a VMR is created or updated.
VMR email body template

A template for the body of the email to be sent when a VMR is created or updated.

See Constructing the VMR provisioning email below for more information on how complete this field.
Device email subject template A template for the subject line of the email to be sent when a device alias is created or updated.
Device email body template

A template for the body of the email to be sent when a device alias is created or updated.

See Constructing the device alias provisioning email below for more information on how complete this field.

Constructing the VMR provisioning email

The VMR email subject template and VMR email body template fields contains the pattern for the email to be sent to the VMR owner when that VMR is first created (provisioned) or is updated.

The templates will typically contain a mixture of literal text and variables, and it can also contain control structures that allow you to vary the content of the email based upon certain conditions.

Supported variables

The VMR email subject template and VMR email body template fields support a different set of variables from the other synchronization template pattern fields (because it is based on the generated VMR properties, rather than the source data used to build those properties).

The following variables are available:

Variable name Description
primary_owner_email_address The email address of the owner of the VMR.
description The description of the VMR.
aliases

A comma-separated list of all of the VMR's aliases, e.g. "alice", "alice@example.com", "123456"

Note that you may also use the system-generated uri_alias and numeric_alias variables as described below.
allow_guests

Whether to distinguish between Host and Guest participants:

true — the conference has two types of participants: Hosts and Guests.

false — all participants have Host privileges
pin The Host PIN.
guest_pin The Guest PIN.
max_callrate_in The maximum inbound call bandwidth (kbps).
max_callrate_out The maximum outbound call bandwidth (kbps).
participant_limit The maximum number of participants allowed to join this VMR.
tag The VMR's service tag.
Additional generated variables
action

Possible values are:

  • "created" — when the VMR has just been created
  • "updated" — when the existing VMR has been updated
  • "reminder" — when sending reminder emails.
uri_alias Set to one of the VMR's URI-style aliases i.e. an alias in the format alias@domain. It is blank if there is no URI-style alias.
numeric_alias Set to one of the VMR's all-numeric aliases i.e. an alias consisting entirely of digits 0-9. It is blank if there is no numeric alias.

For more information about how participants join conferences, see Creating preconfigured links to conferences via Infinity Connect.

Example VMR email templates

Here are some example email body templates that you can use as the basis for your own emails.

ClosedBasic VMR email template

This is a basic email template that can be used to show joining instructions for VMRs that do not have a PIN.

It makes use of the {{numeric_alias}} and {{uri_alias}} variables which, when the email is generated, will be substituted with the appropriate alias values for that specific VMR.

You can remove the instructions for any of the joining methods that are not appropriate for your deployment, such as the instructions for joining via the Infinity Connect client or via telephone. If you use this example, remember to replace rp.example.com with the address of your reverse proxy or Conferencing Node, and to use your own direct dial telephone number instead of +1 555 0123.

Here are the details of your Pexip Virtual Meeting Room (VMR). You can copy and paste these instructions when inviting people to join your meetings.

From a web browser, go to: https://rp.example.com/webapp/#/?conference={{numeric_alias}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}

To join from an Infinity Connect client, click pexip:{{uri_alias}} (you can download it from https://www.pexip.com/download-infinity-connect or from the app store for your iOS/Android device)

To join from a telephone, dial +1 555 0123 then, when prompted, enter the conference number {{numeric_alias}} followed by "#"

Instructions for using your VMR can be found at https://docs.pexip.com/admin/connect_quick.htm

ClosedBasic VMR email template with Host PIN and no-PIN variations

This is an enhancement to the basic email template that uses an if... else... control structure to generate two versions of content based upon whether the VMR has a Host PIN or not.

The content following {% if pin %} is used if the VMR has a Host PIN, otherwise (there is no Host PIN) the content between {% else %} {# if pin #} and {% endif %} {# if pin #} is used instead. Note that the version of the instructions for PIN-protected VMRs makes use of the {{pin}} variable.

Here are the details of your Pexip Virtual Meeting Room (VMR). You can copy and paste the "How to join" section when inviting people to join your meetings.

{% if pin %}

Your VMR is PIN-protected. How to join:

From a web browser, go to: https://rp.example.com/webapp/#/?conference={{numeric_alias}}&pin={{pin}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}: then enter the PIN: {{pin}}

To join from an Infinity Connect client, click pexip:{{uri_alias}}?pin={{pin}} (you can download it from https://www.pexip.com/download-infinity-connect or from the app store for your iOS/Android device)

To join from a telephone, dial +1 555 0123 then, when prompted, enter the conference number {{numeric_alias}} followed by "#". When prompted, enter the PIN: {{pin}}

{% else %} {# if pin #}

Your VMR is not protected by a PIN. This means that anyone can use the room at any time. How to join:

From a web browser, go to: https://rp.example.com/webapp/#/?conference={{numeric_alias}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}

To join from an Infinity Connect client, click pexip:{{uri_alias}} (you can download it from https://www.pexip.com/download-infinity-connect or from the app store for your iOS/Android device)

To join from a telephone, dial +1 555 0123 then, when prompted, enter the conference number {{numeric_alias}} followed by "#"

{% endif %} {# if pin #}

Instructions for using your VMR can be found at https://docs.pexip.com/admin/connect_quick.htm

ClosedEmail VMR template with nested conditional text and variables for repeated text snippets

This template adds to the previous example by using nested if... else... control structures in the email to only send specific parts of the email based on certain conditions, such as whether the VMR has been created or updated, or whether it contains Host and Guest PINs.

It also demonstrates how you can define variables to contain items of text that you want to use many times within the email and then shows how to use those variables within the template.

{%set pstn_access_number = "+1 555 0123" %}

{%set rp_address = "rp.example.com" %}

{%set app_download_location = "(you can download it from https://www.pexip.com/download-infinity-connect or from the app store for your iOS/Android device)" %}

{%if action=="created" %}Welcome - your new Pexip Virtual Meeting Room (VMR) has been created.{% else %}Service update: Your Pexip Virtual Meeting Room (VMR) has been updated with new settings. {%endif%}

Here are the details of your VMR. You can copy and paste the "How to join" section when inviting people to join your meetings.

{%if allow_guests %}

How to join if you are a host:

From a web browser, go to: https://{{rp_address}}/webapp/#/?conference={{numeric_alias}}&pin={{pin}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}: then enter the PIN: {{pin}}

To join from an Infinity Connect client, click pexip:{{uri_alias}}?pin={{pin}}

To join from a telephone, dial {{pstn_access_number}} then, when prompted, enter the conference number {{numeric_alias}} followed by "#". When asked enter the host PIN: {{pin}}

How to join if you are a guest:

{%if guest_pin %}

From a web browser, go to: https://{{rp_address}}/webapp/#/?conference={{numeric_alias}}&pin={{guest_pin}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}: then enter the guest PIN: {{guest_pin}}

To join from an Infinity Connect client, click pexip:{{uri_alias}}?pin={{guest_pin}} {{app_download_location}}

To join from a telephone, dial {{pstn_access_number}} then, when prompted, enter the conference number {{numeric_alias}} followed by "#". When prompted, enter the guest PIN: {{guest_pin}}

{% else %} {# if guest_pin #}

From a web browser, go to: https://{{rp_address}}/webapp/#/?conference={{numeric_alias}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}

To join from an Infinity Connect client, click pexip:{{uri_alias}} {{app_download_location}}

To join from a telephone, dial {{pstn_access_number}} then, when prompted, enter the conference number {{numeric_alias}} followed by "#" {% endif %} {# if guest_pin #}

If you arrive before the meeting host, you will be placed in a virtual waiting room. You will be automatically admitted to the meeting when the host arrives.

{% else %} {# if allow_guests #}

{% if pin %}

Your VMR is PIN-protected. How to join:

From a web browser, go to: https://{{rp_address}}/webapp/#/?conference={{numeric_alias}}&pin={{pin}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}: then enter the PIN: {{pin}}

To join from an Infinity Connect client, click pexip:{{uri_alias}}?pin={{pin}} {{app_download_location}}

To join from a telephone, dial {{pstn_access_number}} then, when prompted, enter the conference number {{numeric_alias}} followed by "#". When prompted, enter the PIN: {{pin}}

{% else %} {# if pin #}

Your VMR is not protected by a PIN. This means that anyone can use the room at any time. How to join:

From a web browser, go to: https://{{rp_address}}/webapp/#/?conference={{numeric_alias}} then enter your Name and select "Connect"

From a video conferencing endpoint dial {{uri_alias}}

To join from an Infinity Connect client, click pexip:{{uri_alias}} {{app_download_location}}

To join from a telephone, dial {{pstn_access_number}} then, when prompted, enter the conference number {{numeric_alias}} followed by "#"

{% endif %} {# if pin #}

{% endif %} {# if allow_guests #}

Instructions for using your VMR can be found at https://docs.pexip.com/admin/connect_quick.htm

The template above follows this basic structure:

<local variable definitions>
if allow_guests (VMR distinguishes between Hosts and Guests)
    <host joining instructions>
    if guest_pin
        <Guest joining instructions when there is a Guest PIN>
    else
        <Guest joining instructions when there is no Guest PIN>
    endif
else
    if pin (VMR has a Host PIN)
        <joining instructions when there is a Host PIN>
    else
        <joining instructions when there is no PIN>
    endif
endif

Three local variables, pstn_access_number, rp_address and app_download_location, are defined at the top of the template. These three lines containing the variable definitions do not appear in the generated email. The variables themselves are used at various points in the template, for example the rp_address variable is used as part of the URL path for connecting via a web browser. This makes it easier to update the template if the address of the reverse proxy or Conferencing Node changes.

These variable definitions are followed by an if... else... condition that uses the action variable to determine whether to generate a "new VMR" message or an "updated VMR" message.

The text included in the main body of the email is then generated according to a set of conditions that enable the relevant text to be included (such as whether to include PIN-related information or not). It starts with an outer condition of if allow_guests which tests whether the VMR distinguishes between Hosts and Guests, or whether the VMR has either no PIN or a Hosts-only PIN. Then within the distinguishing between Hosts and Guests section there is a nested condition that tests whether there is a Guest PIN or not. Otherwise, if the VMR does not distinguish between Hosts and Guests, there is a nested condition that tests whether the VMR has a Host PIN or no PIN at all.

Note that you can nest local variables. For example, you could define join_webapp as: {%set join_webapp = "go to https://" + rp_address + "/" %} which in this case would resolve to "go to https://rp.example.com/".

Constructing the device alias provisioning email

The Device email subject template and Device email body template fields contains the pattern for the email to be sent to the device owner when that device alias is first created (provisioned) or is updated.

The templates will typically contain a mixture of literal text and variables, and it can also contain control structures that allow you to vary the content of the email based upon certain conditions.

Supported variables

The Device email subject template and Device email body template fields support a different set of variables from the other synchronization template pattern fields (because it is based on the generated device properties, rather than the source data used to build those properties).

The following variable are available:

Variable name Description
primary_owner_email_address The email address of the owner of the device alias.
device_alias The alias of the device that can be registered to Pexip Infinity.
device_description The description of the device alias.
device_username The username associated with the device alias. This should be used in association with the device_password when registering the device_alias to Pexip Infinity.
device_password The password associated with the device alias.
device_tag The device alias's service tag.
Additional generated variables
action

Possible values are:

  • "created" — when the device alias has just been created
  • "updated" — when the existing device alias has been updated
  • "reminder" — when sending reminder emails.

Example device email templates

Here is an example email body template that you can use as the basis for your own emails. It is shown in plain text and in HTML format.

ClosedBasic device email template in plain text

This is a basic email template that can be used to provide the information required for registering a device.

It supplies the credentials (device_username and device_password) that must be used when registering the device_alias to Pexip Infinity.

If you use this example, remember to replace confnode.example.com with the address of your Conferencing Node.

Hi {{primary_owner_email_address}},

{%if action=="created" %}Your Infinity Connect client account has just been created.{% else %}Service update: your Infinity Connect client account has been updated with new settings. {%endif%}

This email contains the settings to use when registering your Infinity Connect client (or your traditional hardware based video endpoint).

Alias: {{device_alias}}

Server address: confnode.example.com

User name: {{device_username}}

Password: {{device_password}}

When your device is registered, other users will be able to call you using your personal video alias: {{device_alias}}

Instructions for registering your device can be found at https://docs.pexip.com/end_user/guide_for_admins/registering_device_generic.htm

ClosedBasic device email template in HTML format

This is a repeat of the basic email template above, but illustrates how HTML formatting may be applied.

<html>

<p>Hi {{primary_owner_email_address}},</p>

<p>{%if action=="created" %}Your Infinity Connect client account has just been created.{% else %}Service update: your Infinity Connect client account has been updated with new settings. {%endif%}</p>

<p>This email contains the settings to use for your Pexip Infinity Connect client (or your traditional hardware based video endpoint).</p>

<p>To configure your Pexip infinity client (or hardware device) you will need to enter the following settings:</p>

<p>Alias: <b>{{device_alias}}</b></p>

<p>Server address: <b>confnode.example.com</b></p>

<p>User name: <b>{{device_username}}</b></p>

<p>Password: <b>{{device_password}}</b></p>

<p>When your device is registered, other users will be able to call you using your personal video alias: {{device_alias}}</p>

<p>Instructions for registering your device can be found on the <a href="https://docs.pexip.com/end_user/guide_for_admins/registering_device_generic.htm" target="_blank">Pexip documentation website</a></p>

</html>

Sending reminder emails

You can manually send reminder emails for a specific VMR or device alias, or for all VMRs and devices associated with a specific sync template.

Note that no status information is shown on the LDAP sync status page when sending email reminders (as the reminder process does not resync the content from the LDAP data source). However, all related activity is recorded in the administrator log as usual.

Sending a reminder email to a VMR owner

To send a reminder email to the owner of a VMR:

  1. Go to Service configuration > Virtual Meeting Rooms.
  2. Select the Virtual Meeting Room(s) for which you want to send reminders (select the checkbox next to the VMR name).
  3. From the Action dropdown list, select Send reminder emails to VMR owners.

  4. Select Go.

    This will generate and send an email to the owner of each selected VMR.

To see or change the "owner" of a VMR, go into the VMR details page and show the Advanced options. The Owner's email address field is at the bottom of that section.

Sending a reminder email to a device owner

To send a reminder email to the owner of a device alias:

  1. Go to Service configuration > Device aliases.
  2. Select the device aliases for which you want to send reminders (select the checkbox next to the device alias name).
  3. From the Action dropdown list, select Send reminder emails to device owners.

  4. Select Go.

    This will generate and send an email to the owner of each selected device.

To see or change the "owner" of a VMR, go into the VMR details page and review the Owner's email address field.

Sending reminder emails for VMRs and devices associated with a sync template

This option is useful if you have initially configured your system not to send emails — for example while you are ensuring that the VMRs and devices are being created as expected — and then want to send emails to all of those generated VMRs and devices associated with that template (as the synchronization process only automatically generates emails for an existing VMR or device if its configuration changes in some way).

To send reminder emails for all VMRs and devices associated with a specific sync template:

  1. Go to Utilities > LDAP sync templates.
  2. Select the sync template(s) for which you want to send reminders (select the checkbox next to the template name).
  3. From the Action dropdown list, select Send VMR and device reminder emails for selected LDAP sync templates.

  4. Select Go.

    This will generate and send an email to the owner of each VMR and device that is associated with that LDAP sync template.

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