Email templates in Bold Reports® Report Server

The Email Templates page in Bold Reports® Report Server lets administrators manage the email templates used for notifications across Bold Reports® modules. You can use the built-in system templates, create custom templates, and customize email content to fit your organization’s requirements.

The following image shows the Email Templates page.

Email Template Page

NOTE: This setting is applicable only for On-Premises Deployment.

Which default email templates does Bold Reports® provide?

Bold Reports® provides predefined system templates for various notification events. You use these system templates as the base templates for customization.

Template Description
New Report Comment Notify when someone adds a new comment to a report you have access to.

For Example: If User A comments on a report that is accessible to User B, then User B receives an email notification using this template.
Report Comment Deleted Notify when any comment is removed from a report you have access to.

For Example: If User A deletes a comment on a report that is accessible to User B, then User B receives an email notification using this template.
My Report Comment Deleted Notify when someone else deletes a comment that you wrote on a report.

For Example: If you wrote a comment and an administrator deletes it, you will receive an email notification stating that your comment was removed.
Reply to Report Comment Notify when someone replies to a comment made on a report you have access to.

For Example: If User A replies to a comment on a report accessible to User B, then User B receives an email notification using this template.
Reply to My Report Comment Notify when someone replies to a comment you made on a report.

For Example: If you commented on a report and someone replies to it, you will be notified of the reply using this template.
Edit Report Comment Notify when a comment is edited on a report you have access to.

For Example: If User A edits a comment on a report accessible to User B, then User B receives a notification using this template.
User Mention in Report Comment Notify when someone mentions you in a report comment using '@'.

For Example: If User A mentions User B in a report comment, then User B receives a notification using this template.
Profile Update Notify when an administrator updates your profile details.

For Example: If your role or email address is changed by an administrator, you will receive a notification using this template.
Global Resources and Settings Share Notify when an administrator shares access to all resources and settings with you.

For Example: If an administrator grants you access to all reports and settings, you will be notified using this template.
Specific Resource or Setting Share Notify when an administrator shares access to a specific resource or setting.

For Example: If an administrator grants you access to a specific report or setting, you will be notified using this template.
Permission Delegation Notify when an administrator delegates permission management for resources or settings to you.

For Example: If an administrator delegates permission management to you, you will receive a notification using this template.
No Data Scheduled Report Notify when a scheduled report does not contain any data and therefore is not attached.

For Example: If a scheduled report runs successfully but returns no data, recipients will receive a notification using this template.
Timed Report Export Notify users when a report export is generated based on a schedule.

For Example: If a report is scheduled to be exported every Monday, the recipients configured in the schedule will receive an email notification using this template.
Failed Timed Report Export Notify users when a scheduled report export fails.

For Example: If a scheduled report export fails due to a processing or delivery issue, the recipients configured in the schedule will receive a notification using this template.
Disabled Timed Report Export Notify users when a scheduled export is disabled because of repeated failures.

For Example: If a scheduled report export fails repeatedly, the system automatically disables the schedule and notifies the recipients using this template.
Synchronization Azure AD Notify users when Microsoft Entra ID (formerly Azure Active Directory) synchronization completes successfully.

For Example: If users or groups are imported from Microsoft Entra ID and the synchronization completes successfully, an email notification is sent using this template.
Synchronized Windows AD Notify users when Windows Active Directory synchronization completes successfully.

For Example: If users or groups are imported from Windows AD and the synchronization completes successfully, an email notification is sent using this template.
Synchronized Database Users Notify users when database user synchronization completes successfully.

For Example: If users are imported from a database and the synchronization completes successfully, an email notification is sent using this template.
Failed Azure AD Synchronization Notify users when Microsoft Entra ID (formerly Azure Active Directory) synchronization fails.

For Example: If Microsoft Entra ID synchronization fails because of a connection or configuration issue, a notification is sent using this template.
Failed Windows AD Synchronization Notify users when Windows Active Directory synchronization fails.

For Example: If Windows AD synchronization fails because of an unexpected error, a notification is sent using this template.
Failed Database User Synchronization Notify users when database user synchronization fails.

For Example: If importing users from a database fails because of a connection or query error, a notification is sent using this template.
User Activation Notify users when their account is activated by an administrator.

For Example: If an administrator activates your account, you will receive an email notification using this template.
User Invitation Notify users when they receive an invitation to join the platform.

For Example: If an administrator sends you an invitation to join the Bold Reports® server, you will receive an email notification using this template.

How do I manage email templates?

In Bold Reports® Report Server, you can create, edit, copy, mark as default, and delete custom email templates from the Email Templates page.

How do I create a new email template?

To create a custom email template in Report Server, follow these steps:

  1. Select a template from the grid.

  2. Click the View option.

    Email Template Page

  3. Click Create Template.

    Email Template Page

  4. Choose a base template and customize the content as required.

    Email Template Page

  5. Save the template.

How do I edit an email template?

To modify an existing custom template in Report Server, follow these steps:

  1. Click the Actions menu in the template grid.

  2. Select Edit.

    Email Template Page

  3. Update the template content as required.

  4. Click Save.

    Email Template Page

How do I copy an email template?

To create a copy of an existing template in Report Server, follow these steps:

  1. Click the Actions menu.

  2. Select Copy.

    Email Template Page

  3. Confirm the copy operation in the dialog.

    Email Template Page

How do I mark a template as default?

To make a custom template the default template in Report Server, follow these steps:

  1. Click the Actions menu.

  2. Select Mark as Default.

    Email Template Page

Report Server then uses the selected custom template as the default template for that notification type.

How do I delete an email template?

To delete a custom template in Report Server, follow these steps:

  1. Click the Actions menu.

  2. Select Delete.

    Email Template Page

  3. Confirm the deletion.

NOTE: System default templates cannot be edited, deleted, or set as default.

How do I create email templates for scheduled reports?

You create and manage schedule email templates in Bold Reports® Report Server from the Email Templates page under Email Settings. Templates created for the Timed Report Export notification type are available for selection when creating or editing a report schedule.

Which template options can I choose for a scheduled report?

When you configure a scheduled report email in Report Server, the Choose a template dropdown displays the following options:

  • Inherit default from settings – Uses the template marked as Default for the Timed Report Export notification type in Email Settings > Email Templates.

  • Timed Report Export – Uses the system default email template.

  • Templates created for Timed Report Export – Any template created for the Timed Report Export notification type is displayed in the dropdown using its template name. For example, if a template named test is created, it will appear as test in the template selection list.

NOTE: When Inherit default from settings is selected, the schedule automatically uses the template marked as Default for the Timed Report Export notification type.

NOTE: The Timed Report Export template is the system default template. System templates cannot be edited, deleted, or marked as default.

Frequently asked questions

Can I edit or delete the system default email templates?

No. System default templates cannot be edited, deleted, or set as default. Create a custom template from a base template instead.

Which template does a schedule use when Inherit default from settings is selected?

The schedule uses the template marked as Default for the Timed Report Export notification type in Email Settings > Email Templates.

See also