XTM Portal 26.2

Log in to XTM Portal as an Administrator.

In the menu on the left of the screen, select the cog icon . The Settings tab screen is displayed.

In the Settings screen, select the EMAIL tab.

In the EMAIL tab screen, select the appropriate tab for an email that you want to configure. The available tabs are:

1. In the Text section, in the Subject text field, enter the relevant email subject.

   If required, you can use the {{ name }} variable in the Subject line. When an email is sent, it is replaced by the relevant project name. This variable does not depend on the Project name toggle switch setting, described in the Email details section. Even if the Project name toggle switch is off, the relevant value for the {{ name }} variable will be displayed in the email Subject line, if this variable has been used.

   If you leave the Subject text field blank, XTM Portal uses the default subject line for that email type and places the {{ name }} variable at the end.

   Other variable types, listed and described in the next procedure step, are not supported for the Subject text field.

   Example 11. : using the {{ name }} variable in the Subject line

   These are two examples of how the {{ name }} variable can be used in the Subject text field for a project whose name is 26-00019 - Pilot project:

   • If you enter [XTM Portal] project {{ name }} in the Subject text field, the email notification's Subject line will be: [XTM Portal] project 26-00019 - Pilot project.

   • If you enter Your translation: {{ name }} in the Subject text field, the email notification's Subject line will be: Your translation: 26-00019 - Pilot project.

   
   

2. In the Text section, in the Content text field, enter the relevant email content. You can format it using the following rich text options:

   • the Normal style or select between the range of Heading 1 and Heading 6 styles, in the dropdown.

   • Bold font.

   • Italic font.

   • Underline font.

   • Strikethrough font.

   • Code snippet.

   • Color palette options.

   • Highlight color palette options.

   • Align text to the left.

   • Center text.

   • Align text to the right.

   • Justify text.

   • Bulleted list.

   • Numbered list.

   • Add a link to the inserted text: highlight the text and click the Add link icon. Insert the link and select the OK button.

   • Insert an image: these files are not hosted in XTM Portal. You need an external server for this purpose. To display an image in an email, select the place, in your content, where you want it to be located. Then, click the Insert an image icon. Finally, insert the image URL in the popup and select the OK button.

   • Insert a video: these files are not hosted in XTM Portal. You need an external server for this purpose. To display a video in an email, select the place, in your content, where you want to it to be located. Then, click the Insert a video icon. Finally, in the popup, insert the video URL (for MP4 or WebM) or embedded video URL (for videos from Google Drive, YouTube, or Vimeo). Users will be able to watch the video inside your content or in full screen.

   • Blockquote text.

   • Clear format: highlight the text and click the Clear format icon.

   The logo shown in emails is taken from the Logo upload field in Settings > Theme > Graphics. It is converted to a format that is suitable for embedding in the email. If no custom logo is set, the default XTM Portal logo is used.

3. If required, enable the Enable Markdown option and insert the appropriate Markdown content in the text field. In this case, the Content text field and its text formatting options are inactive.

   Important

   This section requires some prior knowledge of Markdown formatting. For details, see CommonMark Spec. To check how your markdown renders, use: CommonMark Dingus.

   If you need help with styling your emails, request support:

   To request support

   Visit our Support Portal.

   If you have selected the Enable Markdown option, you can use multiple variables in the email notification Content section. When an email is sent, they are replaced by the relevant project details. The variables that you can use are listed in the table below.

   Table 2. Variables supported in the Content, Header, and Footer sections

   Variable name	Description	Example of the variable value
   Recipient- and context-related variables
   {{ firstName }}	Recipient's first name. Alphanumeric value.	Joe
   {{ lastName }}	Recipient's last name. Alphanumeric value.	Doe
   {{ server_name }}	XTM Portal server host (can be used, for example, for login links). Alphanumeric value.	portal-test.xtm-intl.com
   {{ companyName }}	This information is taken from the Company name text field, in the Envelope information section (described below). Alphanumeric value. If this field is left blank, the default company name [XTM Portal] is used.	Company 1
   Project-related variables
   {{ name }}	XTM Portal project name. Alphanumeric value.	0018_NDA for Subcontractor 1
   {{ id }}	XTM Portal project ID. Numeric value.	680601
   {{ customer }}	XTM Cloud customer name. Alphanumeric value.	Legal dept.
   {{ subjectMatter }}	XTM Cloud subject matter. Alphanumeric value.	Law
   {{ status }}	XTM Portal project status. Valid values: Not Started, In progress, or Finished.	Finished
   {{ sourceLanguage }}	The source language name.	English (UK)
   {{ targetLanguagesNames }}	Comma-separated target language names.	French (France), German (Germany)
   {{ createDate }}	An XTM Portal project creation date. Localized datetime string. XTM Portal adjusts the email date and time format for each recipient automatically, based on their browser localization settings from the last successful login session.	en_GB + UTC: 11/05/2026, 09:10 (UTC)pl_PL + Europe/Warsaw: 11.05.2026, 11:10 (Europe/Warsaw)
   {{ dueDate }}	An XTM Portal due date. Localized datetime string. XTM Portal adjusts the email date and time format for each recipient automatically, based on their browser localization settings from the last successful login session.	en_GB + UTC: 11/05/2026, 09:10 (UTC)pl_PL + Europe/Warsaw: 11.05.2026, 11:10 (Europe/Warsaw)
   {{ costStatus }}	The status of the final invoiced cost in XTM Cloud, as set by the Project Manager. For details, see Checking project cost details. Valid values: Not set, To be approved, Not required, or Approved.	Approved
   {{ finalCost }}	The final invoiced cost generated in XTM Cloud. This value is displayed after the Cost status is changed in XTM Cloud. Numeric value. For details, see Checking project cost details.	50 USD
   {{ customFields }}	This variable is available if the Custom fields setting, in the Email details section, has been enabled for a gparticular email type. This setting is described below: for details, see the Email details section. HTML formatted table with custom fields.	Cost center 1234
   Variables related to sections (Header/Footer)
   {{ header }}	This information is taken from the Envelope information > Header field (for details, see the Envelope information section).	Dear
   {{ footer }}	This information is taken from Envelope information > Footer field (for details, see the Envelope information section).	Kind regards

   
   
   Example 12. 1: email customization with Markdown syntax

   Use this custom email structure to inform users that a new project has been created in XTM Cloud. When they click the link, they log in to XTM Portal. In this example, two spaces at the end of a line force a line break.

   Dear {{ firstName }} {{ lastName }},   
   
   A new project has been created for you in XTM Cloud. Please use this link to [log in](https://{{ server_name }}). 
   
   ### General info
   **Project name:** {{ name }}  
   **Customer:** {{ customer }}  
   **Subject matter:** {{ subjectMatter }}  
   **Project status:** {{ status }}  
   
   ### Languages and dates  
   **Source Language:** {{ sourceLanguage }}  
   **Target Languages:** {{ targetLanguagesNames }}    
   **Due Date:** {{ dueDate }}
   
   ### Other info
   **Cost status:** {{ costStatus }}
   
   ### Custom fields
   {{ customFields }}
   
   Kind regards,  
   {{ companyName }}

   
   
   Example 13. 2: email customization with Markdown syntax

   Use this custom email structure to inform users that their project has been completed. When they click the link, their XTM Portal project list is filtered to show the relevant project, and they can download target files easily. In this example, two spaces at the end of a line force a line break.

   Dear {{ firstName }} {{ lastName }},   
   
   Your XTM Cloud project has been completed. Please use this link to display the completed [project] (https://{{ server_name }}/projects/{id}/show).
   
   ### General info
   **Project name:** {{ name }}  
   **Customer:** {{ customer }}  
   **Subject matter:** {{ subjectMatter }}  
   **Project status:** {{ status }}  
   
   ### Languages and dates  
   **Source Language:** {{ sourceLanguage }}  
   **Target Languages:** {{ targetLanguagesNames }}    
   **Due Date:** {{ dueDate }}
   
   ### Other info
   **Cost status:** {{ costStatus }}
   
   ### Custom fields
   {{ customFields }}
   
   Kind regards,  
   {{ companyName }}

   
   

In the Envelope information section, provide the email address details listed below. The details will be used in all email notification types enabled in your XTM Portal instance. You cannot select different values for different notification types. The settings in the Envelope information section are:

In the Displayed emails section, use toggle switches to enable/disable the automatic sending of the following types of email:

In the Email details section at the bottom of the screen, you can customize the content of all email notification types (e.g., Project created, Project accepted, etc.).

If you use the rich text Content text field to create your emails (the Enable Markdown option is disabled), you can use the toggle switches in the Email details section to set which details will be displayed in the HTML project table in the email.

If you use Markdown to create your emails (the Enable Markdown option is selected), the majority of the variables described in the table above do not depend on the corresponding toggle switch setting. That means these variables will be substituted by the relevant project-related value, even if the corresponding toggle switch is off. Only the Custom fields toggle switch must be selected if you want to use the {{ customFields }} variable in your Markdown content.

In the Email details you can use these settings:

1. If you switch on the Mark the first column as the default for all emails option, and:

   • switch on the appropriate email content option(s), in the first Project created column, the relevant option(s) will automatically be enabled in all the remaining columns: Project completed, Target language completed and Project accepted.

   • switch off the appropriate email content option(s), in the first Project created column, the relevant option(s) will automatically be disabled in all the remaining columns: Project completed, Target language completed and Project accepted.

2. If you switch off the Mark the first column as the default for all emails option, you can switch appropriate email content option(s) on or off in any column, individually.

   Configurable email content options:

   • ID.

   • Project name.

   • Customer.

   • Subject matter.

   • Status.

   • Source language.

   • Target language names.

   • Create date.

   • Due date.

   • Cost status.

   • Final cost.

   • Custom fields.

Select the Save button in the top right-hand corner of the screen.