Understanding the Email Template Types
Best Practice: We recommend that you review each template, become familiar with their use, and edit each template as necessary with your organization’s appropriate messages for that stage of the process.
System Templates:
System email templates are automatically generated by the system when you create a new application and are linked to their specific features within the application process (i.e., Application: Submit Confirmation email is automatically generated when the applicant submits their application form).
Custom Templates:
Custom Templates are any additional templates you create for your application.
System – Global Templates
These are System templates that apply to all applications and are not application-specific. You can only access the System – Global Templates from the Home Dashboard, Notification Center.
Exercise 1
- Step 1: To see the System - Global Templates select “Select” in the Select an Application
The following are your System - Global Templates:
Important Note: Before going live it is good practice to read through these templates and make sure the message is the appropriate message you want to relay to your applicants for the specific event. (See: Editing System Templates for more information on how to make changes to your templates)
Password: Forgot Password – Message to all users that click the “Forgot Password?” on their login. They will receive a link in that email to click on that will give them direction on how to retrieve a new password.
Password: Grant Admin Changed password – Message to all users. If you edit a user profile in the Home > Setup Users and change the user’s password. Once you change the password you have the option to select the Send Authentication Email. If you select the Send Authentication Email, when changing the password, the user will receive this email with their new password.
Password: New Account Confirmation – The same message is sent to all users in the system.
When an applicant creates their account before login by clicking the Create New Account button.
When Admin creates a new user account for a user in the Setup Users and selects the Send Authentication Email.
Password: Password change confirmation – (this is currently not in use) When a user changes their password, they will receive an online message notifying them of the change. If this email is activated in the future, it is sent when a user has changed their password by clicking on the Change Password on their dashboard. This is the same message to all users
System – Application-Specific Templates
System – Application-Specific Templates are templates created specifically for an application. These templates appear on all your applications individually, so if you need to make a change to any of them you will need to change them in each specific application.
Important Note: Before going live it is good practice to read through these templates and make sure the message is the appropriate message you want to relay to your applicants for the specific event. (See: Editing System Templates for more information on how to make changes to your templates)
Exercise 1
- Step 1: To see the templates for a specific application, select the application name in the Select an Application, and then view all the templates for that application. (If you are in the Notification Center located in the Manage Applications Dashboard for a specific application you will not need to select the application name as you are already viewing just that application’s templates only)
- Step 2: Once you have selected an application the current templates that are available for the specified application will appear:
- You will need to select each separate application and view the templates for each.
The System – Application Templates include the following, before going live please edit appropriately to your process:
Application: Additional information Request – Sent to the applicant when the Administrator uses the Release a Section functionality and releases a submitted section back to the applicant for correction of a specific item in that section.
Application: Applicant Accept Award - Sent to the Application Contact that is assigned to the application in the General Information section of the application setup. This email will be sent when the applicant clicks the green “Accept” button on their dashboard and accepts an award.
Application: Applicant Accept Award Confirmation – Sent to the applicant when the applicant clicks the green “Accept” button on their dashboard and accepts an award. This is used as a confirmation to the applicant of their acceptance of the award.
Application: Applicant Decline Award - Sent to the Application Contact that is assigned to the application in the General Information section of the application setup. This email will be sent when the applicant clicks the red “Decline” button on their dashboard and declines the award.
Application: Applicant Submit Post Acceptance Section – if the Administration>Site Settings>General Settings: Enable Post Acceptance Section Submit Notification is set to “Yes”. Then when a section that is marked as a Post Acceptance Section type is completed and the applicant clicks the Submit button in that section, this email will be sent to the Application Contact that is assigned to the application in the General Information section of the application setup.
Application: Application Invitation – Sent to the applicant - used when inviting an applicant to apply to a private application using the Application Invitation feature located in the Administration Dashboard. This email is sent to the applicant notifying them that they have been invited to apply to the application form, giving the applicant their login credentials as well as the link to the private application form.
Application: Deleted – Sent to the Application Contact that is assigned to the application in the General Information section of the Application settings. This email will be sent when the applicant deletes their entire application.
Application: Nomination Canceled – this email is sent to the recommended individual on a Request Section if the applicant removes the nomination of that individual. This message notifies the individual that the applicant has canceled the request.
Application: Referral Invitation – Sent to the applicant when using the Referral process to notify the applicant that a specific individual has referred them to apply to a specific application.
Application: Request Completed – Sent to the applicant once a request section has been completed by the recommended individual that has been asked to complete the specific request section
Application: Request Declined – Sent to the applicant notifying them that the individual they recommended to complete a request section has denied the request.
Application: Withdrawn – Sent to the Application Contact that is assigned to the application in the General Information section of the application setup. This email will be sent when the applicant has withdrawn their entire application.
Committee: Applications are ready for review – Sent to the committee reviewers when using the notify button in the Home > Select Application Form Name > Manage Applications > Assignment section and you select this template to send.
Application: Request for Signature – (custom template standard on-site – nomination email used for Request Sections)– Sent to a recommended individual if requesting a signature from that individual and using the request section to capture that signature. When creating the request section, you would select this email template, instead of the default email, if that request is for a signature.
Application: Request from Applicant (Default email) (nomination email used for Request Sections) – Sent to recommended individual requested to fill out a request section on behalf of the applicant
Application: Submit Confirmation - Sent to the applicant – notifying the applicant that they have successfully submitted their application. Sent once the applicant clicks the “Submit” button on their application dashboard and submits their application.