Using Merge Fields
Administration > Global Notification Center > Templates tab > (Select - Template Name) or Create Template button
When you edit existing or create new email templates, merge fields are available to be used in the email text. The list of merge fields displayed varies depending on the template.
Email templates can be accessed in the Global Notification Center of Administration, the Notification Center for a specific application in Manage Applications, and by clicking the Notify button on various applicant and reviewer listing screens throughout the system.
Merge Field Descriptions
Applicant First Name {FirstName} – The applicant’s login user account First Name.
Applicant Last Name {LastName} – The applicant’s login user account Last Name.
Applicant Email {EmailID} – The applicant’s login user account Email.
Applicant Login Link {LoginLink} – URL that directs the applicant to the site so that the applicant can log in and begin the application process.
Reviewer First Name {Reviewer First Name} – First name of the Reviewer assigned to review the application.
Reviewer Last Name {Reviewer Last Name} – Last name of the Reviewer assigned to review the application.
Reviewer Email {EmailID} – Email address of the Reviewer assigned to review the application.
Grants/Fellowship Name {Grants/Fellowships Name} – Funding source name entered in the funding source setup.
Application Name {Application Name} – Application form name entered in the General Information setup for the application.
Application Deadline Date {Deadline Date} – Deadline Date entered in the General Information setup for the application.
Application Contact Person First Name {Contact First Name} – The first name of the Contact Person that was entered in the Application’s General Information setup, Contact section.
Application Contact Person Last Name {Contact Last Name} – The Last name of the Contact Person that was entered in the Application’s General Information setup, Contact section.
Application Contact Email {Contact Email} – The email address of the Contact Person that was entered in the Application’s General Information setup, Contact section.
Application Contact Phone {Contact Phone} – The phone number of the Contact Person that was entered in the Application’s General Information setup, Contact section.
Final Award {Final Award} – This will list all the Final Awards awarded to an applicant in Manage Awards or the Batch Awards. It will list the name and the amount of the Final Award. This is the figure entered in the Final Award column when awarding your applicants.
Initial Award {Initial Award} – This will list all the Initial Awards awarded to an applicant in Manage Awards or the Batch Awards. It will list the name and the amount of the Initial Award. This is the figure entered in the Initial Award column when awarding your applicants. Scholarship Signature (site setting) {Signature} – This is the signature line that was entered in the Email Signature editor box when setting up the funding source associated with this application. If this box was left blank in the setup, it will default to the signature set up in the Administration>Site Settings: General Settings: Signature. Reply-To-Email {Reply-To-Email} – The email address that was entered in the Application’s General Information Setup Reply Sent From field.
URL {URL} – URL of the site. This directs the applicant to your specific site.
User Password {Password} – The user’s login user account password. Use caution when adding passwords to emails. Some applicants may not be comfortable with receiving emails that contain password information. As a security precaution, obtain permission from the applicant before including passwords in emails.
Released Sections {Sections} – This is used in the Application: Additional Information Request email template and notifies the applicant of the section and the deadline date to complete the released section by.
Additional Optional Details {Comments} – If an area of the site contains a Comment field, these comments can be included in emails generated from the system, (i.e., release a section, applicant’s request to recommenders in request sections, manage applicant referrals, etc.) The custom system email template that is linked to that specific item should contain a Comments merge field. Therefore, it is important to not remove this field from email templates that contain it. The Comments field will only be available on those templates.
Application Invitation Link {Application Invitation URL} – This is used only in the Application Invitation process in the Application: Application Invitation email template. This is the URL of the login page where the applicant will log in and then be directed to the application form where they can apply. The application form can only be initially accessed through this link. Then once the applicant has clicked Apply and begun completing the application form, they can access the started application in their “My Applications tab” on their dashboard.
Merge Field Descriptions for Nomination Templates
The following merge fields are only used for Nomination email templates that are sent in Request Sections only.
Recommender Name – Name of the individual the applicant has requested to complete the recommended section.
Request Details Link – The direct access URL link to the section the individual has been requested to complete.
Denies Link – Link a requested individual can use to deny the request to complete the request section.
Access Code – The Nominator login access code given to nominators of the request section to use to login using the Nominator Login feature.
Access Code URL {URL} – URL link is given to recommended individuals in the request section to access the site to log in. This will direct them to the login page where they can enter their Access Code and be directed to the specific section they have been requested to complete.
Long URL – URL link is given to recommended individuals in the request section that directs the recommended individual directly to the section they have been requested to complete.
Section Deadline Date {Section Due Date} – The deadline date of the request (nominated) section that was entered in the section setup.
Merge Field Descriptions for the Referral Process
The following merge fields are only available when using the Referee functionality to refer applicants to specific application forms. See the template Application: Referral Invitation.
Referee School/School Agency – The name of the school/agency of the individual that has referred someone to a specific application form.
Referee First Name – The first name of the individual that has referred someone to a specific application form.
Referee Last Name – The last name of the individual that has referred someone to a specific application form.
Referee Email – The email address of the individual that has referred someone to a specific application form.
Referee Phone – The phone number of the individual that has referred someone to a specific application form.
Application Invitation Link {Application Invitation URL} –This is the URL that directs the referred individual to the application form that they have been approved to apply to.