Identity email templates and automation settings

Identity has separate controls for automatic account maintenance and the messages people receive. Use Automations for inactivity and password-expiry settings. Use Email templates to change supported account messages for your organisation and language. Saving either form records configuration; it does not establish that a scheduled task has run or that an email reached its recipient.

Review inactivity settings before enabling them

Open Identity → Automations. An empty inactivity threshold disables that setting. When a threshold is provided, choose the action for inactive accounts: suspend, deactivate or delete. These actions have different consequences. Start by identifying the affected people and service accounts, deciding who owns exceptions, and making sure a working administrator can restore access. Deleting accounts can remove useful relationships and is not an appropriate first experiment.

Password-expiry settings are separate from inactivity. Review them together with the organisation’s password and recovery policies so the instructions people receive are consistent. Save your intended values and reload the page to check they persisted. Then inspect actual account and audit outcomes after the applicable scheduled work. If nothing changes, record the threshold, expected account and relevant timestamps for an administrator to investigate. Repeated saves do not force the scheduler to run immediately.

Customise a supported account message

Open Identity → Email templates. Choose the message type and language first, then edit its subject and text. The editor supports English, German, French, Italian, Dutch and Romanian. Each message and locale has its own override. A change to an English invitation does not automatically rewrite a German recovery message. Where no organisation-specific version exists, the platform uses its available default.

Use the preview control before saving. Keep the intended action clear: explain who requested it, what the recipient should do, and how to get help if it was unexpected. Preserve the required variables from the template so names, links and other values can be supplied at delivery time. Do not replace an account-specific link with a fixed URL copied from one person’s message.

Verify the result

Preview renders sample content; it does not send an email. After saving, reopen the same message and language to confirm the override. Test the relevant account workflow with an account you control and confirm delivery through the normal email channel. If the preview is correct but delivery fails, check the workflow’s delivery result and email configuration. Editing the subject again does not repair a delivery connection or an incorrect recipient address.

Restore defaults and troubleshoot

The reset control removes the organisation’s override for the selected template and locale so the available default applies again. Review the displayed default before relying on it. Changes require organisation-write permission; viewing templates and previews uses organisation-read permission. For a failure, include the message type, locale, time and visible error. Leave out reset links, sign-in codes and private account data. For automatic account actions, include the relevant audit reference and expected outcome so support can distinguish a configuration issue from a scheduler or delivery failure.