Email Notifications

Pluraprint can email your users when their print jobs change state, for example when a job is queued, starts printing, completes, or is cancelled, so they don’t have to keep the dashboard open to know what’s happening. Notification emails automatically carry your custom branding.

What your users receive#

• An email when a job they own reaches one of the tracked states (typically queued, started, completed, and cancelled).
• Your organization’s name, logo, brand color, and support email, inherited from your branding, so the message looks like it comes from you.
• A View Live Status button that links straight to that job’s status page in the web app, so the recipient can jump directly to live progress.

For a user to receive these emails, they need an email address on their account. Turn on Require Verified Email to only email people whose address has been verified. Accounts that sign in through single sign-on count as verified when the provider vouches for the address.

Print restriction emails#

The email integration can also tell someone when a print restriction affects them. Add any of these events under Email Events:

Event	Sent when
Printing Restricted	A restriction is issued, by hand or by an automation rule.
Print Restriction Lifted	A member of staff ends a restriction early.
Print Restriction Ended	A restriction reaches its end date.

A Printing Restricted email gives the reason written for the person, when the restriction ends, and whether it applies at one site or all of them. Staff notes are never included. The other two emails say the person can print again.

These emails come in addition to the notification the person sees in Pluraprint. They use the same branding, subject prefix, and per-event messages as every other email. A restriction issued twice for the same print by an automation rule is only emailed once.

Automation emails#

Add Automation Message under an enabled Email integration’s Email Events to receive messages requested by an automation rule’s Email the owner action. The rule supplies the message; the email includes the print name and any pickup location and deadline. An optional message on the integration’s Automation Message card appears after the rule’s text.

These emails use the same branding, subject prefix, verified-address setting, and delivery logs as other email events. Each subscribing Email integration sends its own copy. Send a notification on an automation rule creates an in-app notification; choose Email the owner to send email.

For a reminder that requires staff to see an uncollected print, follow Emailing after a one-week shelf scan. The ordinary Overdue for Collection email is based on the collection deadline and does not require a new shelf scan.

Turning it on#

An administrator with integration-management permission can open Admin → Integrations, choose Add integration, and select Email. Give the integration a recognizable display name and choose the events that should send mail.

Under Email Events, choose an event and select Add event. Each event appears once in the list. Open its card to add an optional message, or remove the event if it should no longer send email. You can leave queued emails unchanged while adding collection instructions to completed emails. A blank message adds no content or empty space to the email. The formatting toolbar supports bold, italics, underline, and links. Save the integration when you’re done.

The integration’s Logs action shows the time, triggering event, outcome, duration, and delivery context. The page also shows whether delivery is managed, direct, or disabled, and whether access, configuration, a quota, or a service outage needs attention.

For managed email, Queued locally, Accepted by Central, and Accepted by provider describe progress toward delivery. Delivered means the receiving mail server accepted the message; it doesn’t prove the person read it. Delivery uncertain means the provider may have accepted a send without returning a clear result. Pluraprint keeps that operation for reconciliation instead of sending a possible duplicate. Hard bounces and complaints suppress further mail to that address for your installation.

Hosted installations can use managed delivery without keeping email-provider keys in the deployment. Pluraprint staff approve the sender and allowance. On-premises configuration enrollment does not include managed email. Existing direct delivery remains a separately configured deployment mode; cutover does not silently fall back to old provider credentials. Availability reflects known installation and service-wide limits, including approved provider regions. If Central rejects new mail because an allowance or permission has changed, that state remains visible until updated eligibility is confirmed. Viewing an older successful message does not clear it.

During a Central Service outage or request throttling, eligible mail waits in a bounded encrypted queue while other local work continues. Ordinary notifications expire within 24 hours. Verification emails expire with their one-hour link. Queued locally in integration logs means the message was saved and is awaiting submission.

Sign-up and verification screens acknowledge your request without confirming email delivery or whether an account exists. If a link expires or no email arrives, use Request a verification link on the confirmation screen. You can also sign in with your password to request a fresh link when your address still needs verification. If delivery is temporarily unavailable, wait and try again.

Troubleshooting#

• A user isn’t getting emails. Confirm they have an email address on file on the Users page, and (if your organization requires verified addresses) that theirs is verified. Ask them to check spam/junk folders as well.
• No one is receiving emails. Confirm the email integration is enabled and its recent execution history does not show provider or configuration errors.
• Emails arrive without your logo. Some mail apps only display logos hosted at a public web address. If your branding logo is a local image, it may be skipped in email while still showing everywhere else; see Custom Branding.