Customize the Email Template for Scheduled Call Reports

A scheduled call report is a call-activity summary that Cloud Voice generates on a recurring schedule and emails to the recipients you choose. When Cloud Voice sends one of these emails, it uses a standard, built-in message unless you provide your own. This page shows you how to swap in a custom subject and body so the notifications match your organization’s wording.

Note

“PBX” (Private Branch Exchange) is the phone system itself. Throughout this page, the PBX web portal is the Cloud Voice admin site where you sign in to manage the system.

How the default email works

Out of the box, scheduled report emails are built from the default template and sent in whatever notification language you have configured under System > Email > Email Templates > Notification Email Language.

Note

The Notification Email Language setting controls which language the default template is written in. Switching to a custom template (below) lets you override the subject and body text directly, so you no longer depend on that language setting for the wording of these emails.

That default message gives recipients:

• A link to download the call report.
• How long that download link stays valid before it expires.
• System details, namely the PBX name and PBX serial number.

If those defaults don’t fit your needs, follow the steps below to write your own.

Replace the template

1. Sign in to the PBX web portal and open Reports and Recordings > Call Reports.

2. On the Scheduled Reports tab, select Email Template.

   

3. Set up your custom message:

   a. Open the Template drop-down and choose Custom. This unlocks the subject and body fields for editing.

   

   Caution

   Choosing Custom replaces the entire built-in message, including the automatic download link and the notice about when that link expires. Make sure your custom subject and body still tell recipients how to reach the report and by when, or they may not be able to download it.

   b. Enter the email subject and body you want to use.

   c. Select Save.

Once saved, every scheduled call report goes out using your custom template instead of the default one.

Tip

The custom template applies to all scheduled call reports from this point on, not just one report. If you later want the standard message back, return to this screen and set the Template drop-down to the default option.