How to use email settings

This article shows you how to use this section to set email notifications to be sent when the backup is finished. There are three types of email notifications depending on the backup status: success, warning and error email notifications.

On this page: Emails Log Email Messages
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Emails

Send emails:
If checked then notification emails will be sent at the end of the backup, test or cleanup operation to the specified email addresses (email addresses must be separated by comma to be recognized). This option can be checked/unchecked only if the Tools->Options->Email window has the Enable email notification option checked.

Send emails to:
Specify the email address where the notification emails will be sent. You can enter multiple email addresses separated by comma.

Log

Attach log file to email
If this option is checked, the backup log file will be attached to the email.

Compress the log file
Option is active only if Attach log file to email option is checked. If this option is enabled, Backup4all will zip the log file before sending it. Additionally you can encrypt the log file.

  • 91 backup properties email2

No encryption
The zipped log file created is not protected by password for unauthorized access.

Zip(2) compatible encryption
This is the standard Zip 2.0 encryption: an older encryption technique that provides relatively weak security compared to AES encryption. Zip 2.0 encryption format cannot provide protection from individuals with access to specialized password recovery tools. Its advantage over AES encryption is the compatibility with all third party zip applications.

AES encryption(*)
This is the Advanced Encryption Standard, the best choice in zip protection, but recognized only by the latest version of third party zip applications. Backup4all supports AES encryption in three different strengths:

  • 128 bit (strong) - size of the encryption key is 128 bits. This provides significantly better security than standard zip 2.0 encryption.
  • 192 bit (stronger) - size of the encryption key is 192 bits
  • 256 bit (strongest) - size of the encryption key is 256 bits. This is the strongest encryption method for zipped log file and it provides the best security.

Set password

After you press this button, a windows with the following fields will appear:

  • New password: manually enter the password you want to use for your zipped log file in this field. If you enter a password with less than 8 characters, a warning window will be displayed when you click OK notifying that the password is not secure enough.
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  • Confirm new password: re-enter the password in this field to avoid typing errors.
  • Old password: this field is enabled only when the log file encryption already has a password. You can change the password only if you enter the old one in this field. This way only the owner will be allowed to change the password.

Tips:

  • when choosing a password, it is recommended that you use a combination of letters and numbers and at least 8 characters.
  • Backup4all does not store passwords. Make sure that you remember the password used, or you will not be able to extract the log file.

Email Messages

On successful backup send

It indicates the email that will be sent when the backup is finished with success. The default email is <Default email>, but you can change it using the Open button browse. If you press the Edit button edit-btn you can modify the selected email file (except the default email). Also there is the option to choose <No email> if you don't want Backup4all to send an email if a backup was successful.


On backup with warnings send

It indicates the email that will be sent when the backup is finished with warnings. The default email is <Default email>, but you can change this using the Open button browse. If you press the Edit button edit-btn you can modify the selected email file (except the default email). Also there is the option to choose <No email> if you don't want Backup4all to send an email if a backup was completed and there were warnings during execution.


On backup with errors send

It indicates the email that will be sent when the backup has failed because of an error. The default email is <Default email>, but you can change this using the Open button browse. If you press the Edit button edit-btn you can edit the selected email file (except the default email). Also there is the option to choose <No email> if you don't want Backup4all to send an email if there were errors during the execution of the backup.


On successful test send

It indicates the email that will be sent when the test operation is finished with success. The default email is <Default email>, but you can change it using the Open button browse. If you press the Edit button edit-btn you can modify the selected email file (except the default email). Also there is the option to select <No email> if you don't want Backup4all to send an email if a test operation was successful.


On test with errors send

It indicates the email that will be sent when the test operation failed because of an error. The default email is <Default email>, but you can change this using the Open button browse. If you press the Edit button edit-btn you can modify the selected email file (except the default email). Also there is the option to select <No email> if you don't want Backup4all to send an email if there were errors during the test operation.


On successful cleanup send

It indicates the email that will be sent when the cleanup operation is finished with success. The default email is <Default email>, but you can change it using the Open button browse. If you press the Edit button edit-btn you can modify the selected email file (except the default email). Also there is the option to select <No email> if you don't want Backup4all to send an email if the cleanup operation was successful.


On cleanup with error send

It indicates the email that will be sent when the cleanup operation failed because of an error. The default email is <Default email>, but you can change this using the Open button browse. If you press the Edit button edit-btn you can modify the selected email file (except the default email). Also there is the option to select <No email> if you don't want Backup4all to send an email if there were errors during the cleanup operation.


Customizing emails

If you want to create a customized email to be sent (on success/warning/error), the email template will have to include special tags that Backup4all will recognize and replace according to the description (note that the format of the tag must be <#tag_name>):

  • <#BACKUP_NAME> - will insert the name of the executed backup job
  • <#GROUP_NAME> -  will insert the name of the backup group
  • <#SOURCES> -  will insert the sources of the executed backup
  • <#DEST_DRIVE> - will insert the destination drive letter
  • <#DEST_DRIVE_TYPE> - will insert the destination drive type
  • <#DEST_FOLDER> - will insert the name of the destination folder
  • <#DEST_CATALOG_FILE> - will insert the name of the catalog file created
  • <#BACKUP_TYPE> - will insert the backup type that was performed
  • <#SCHED_NEXT_EXECUTION> - will insert the next scheduled execution
  • <#SCHED_NEXT_GROUP_EXECUTION> - will insert the next scheduled group execution
  • <#BACKUP_START_TIME> - will insert the start time of the backup executed
  • <#BACKUP_END_TIME> - will insert the end time of the backup executed
  • <#TEST_START_TIME> - will insert the start time of test
  • <#TEST_END_TIME> - will insert end time of test
  • <#LAST_BACKUP_SIZE_COMPR> - will insert the resulted size of the last backup
  • <#TOTAL_BACKUP_SIZE> - will insert the total backup size
  • <#REMAINING_DISC_SPACE> - will insert the remaining space on the destination drive
  • <#NBR_FILES_ADDED> - will insert the number of files added to the backup
  • <#SIZE_FILE_ADDED> - will insert the size of the added files
  • <#NBR_FILE_WARNINGS> - will insert the number of warnings
  • <#NBR_ERRORS> - will insert the number of errors
  • <#LAST_LOG_NAME> - will insert the name of the last log file
  • <#EXCLUDED_SOURCES> - will insert the list of sources excluded
  • <#TESTED_VERSIONS> - will insert the list of tested backup numbers
  • <#TEST_SUMMARY> - will insert the detailed list of test backup numbers
  • <#REMOVED_VERSIONS> - will insert the list of backups removed after cleanup
  • <#CLEANUP_SUMMARY> - will insert the detailed list of backup numbers removed
  • <#CLEANUP_START_TIME> - will insert the start time of cleanup
  • <#CLEANUP_END_TIME> - will insert the end time of cleanup
  • <#PROCESSED_SIZE> - will insert the total size of the files removed

For an example of tag usage, open one of the 5 default emails. The emails are stored in text format in application's directory (i.e. "C:\Program Files\Softland\Backup4all 4\") with the following filenames: SuccessFullEmail.txt, WarningFullEmail.txt, ErrorFullEmail.txt for backup emails, TestSuccessFullEmail.txt and TestErrorFullEmail.txt for test emails.


The subject line of the email sent can be customized too by adding the following line at the beginning of the customized file that will be used by Backup4all as an email: <! Subject of the email !>


Here is an example of a customized email that can be sent when a cleanup operation is successful (note that the first line of this will be used as the subject line of the email):


<!Cleanup for <#BACKUP_NAME> finished successfully at <#CLEANUP_END_TIME>!>


Cleanup for backup job <#BACKUP_NAME> at <#CLEANUP_START_TIME> finished successfully.


See log file <#LAST_LOG_NAME> for more information.


Removed backups : <#REMOVED_VERSIONS>


Removed version details:


<#CLEANUP_SUMMARY>


-----


Total removed file size : <#PROCESSED_SIZE>


Free space on destination: <#REMAINING_DISC_SPACE>


Cleanup started at:  <#CLEANUP_START_TIME>


Cleanup finished at:  <#CLEANUP_END_TIME>

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