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Proofpoint, Inc.

How to Customize User Notifications

Situation You need to customize the notifications your users receive, including changing the language and who receives what specific notifications.
Summary See below for information on:
  • Viewing default notifications
  • Editing notification templates
  • Restoring a modified template to its default values
  • Using Content tags
  • Notifications for specific Groups


Proofpoint Essentials allows organizations to localize and customize the content of end-user system emails including the welcome email, password reset email and the quarantine digest. Content can be localized for the following languages:

  • English (US)
  • English (UK)
  • Spanish
  • French
  • German

View default notifications

To view default notification templates:

  1. Navigate to Administration > Account Management > Notifications > Templates.

Templates for all supported notification languages are displayed by default. You can limit the view to a specific language by selecting a value from the language dropdown on the right hand side of the screen.

Editing a notification template

To edit a notification template:

  1. Navigate to Administration > Account Management > Notifications > Templates.
  2.  Click the template name or pencil icon to the right of the template you wish to edit. 
  3. Edit the subject line of the template (Optional).
  4. Click on the section you wish to edit. Editable sections have a pencil icon.
  5. Modify the content as needed.
  6. Click Apply .
  7. Click Save. By clicking Save you are updating the system default template for the notification you have updated. You can restore any custom template in order to change it back to an earlier version.

Restore a template to the system default content

To restore a template to the system default content:

  1. Navigate to Administration > Account Management > Notifications > Templates.
  2. Templates that have been edited will have a Restore to Default icon next to the Preview icon.
  3. Click the Restore to Default icon.
  4. Click OK.

Content Tags

A content tag is used to populate an email with system content such as first name, surname, primary SMTP address, etc. This can be very useful to ensure the email is personalized for the end user.

To add a content tag to a notification template:

  1. Navigate to Administration > Account Management > Notifications > Templates.
  2. Edit a template and content section by clicking the pencil icon on the right side.
  3. Click anywhere in the sections to edit that section.
  4. Select a tag from the -- Tags -- drop-down menu. The tag will be added where the cursor is located.
  5. Move the tag by copying & pasting to where you would like it to be replaced by system-inserted content.
  6. Click Save.

Notifications for Groups

Users can receive notifications in a different language than the organization that they belong to. For example, an organization can be set with English as the notification language. But users in the Paris office can be setup to receive notifications in French. This is managed through the use of Groups.

To enable a group of users to receive notifications in another language (than the organization):

  1. Navigate to Administration > User Management > Groups.
  2. Click Add a Group.
  3. Add users to the group.
  4. Select the language from the language drop-down.
  5. Click Save.

The users in the group will now receive notifications based on the language selected.