Configure Automatic Emails

To configure automatic emails in GLM or SLM, build the relevant email templates and then add them to the appropriate process stages.

1. Build the relevant email templates, selecting the applicable event type for each.
2. Click Tools on the upper navigation bar, and then click Process Manager.
3. Click the process name.
4. Click the stage that needs automatic emails.
   • Add automatic emails to the LOI, Application, Evaluations, or Follow Ups stage.
      
5. Click the Add Automatic Email drop-down menu, and then select the applicable automatic email type.
   
    
6. Click the Choose Email Template drop-down menu, and then select the applicable email template.
    

To add additional automatic emails, repeat these steps. The When Each Automatic Email Sends section describes all of the automatic email options by stage.

Manage Automatic Email Options

After selecting an email template, use these options to adjust, preview, or remove the automatic email:

• Toggle Include Applicant Details on to include information on the applicant and submission at the end of the email body. This information includes applicant name, address, phone number, email, form name, process name, and project name.
   
• Click the eye icon next to the email template to preview the template.
   
• Click the trash can icon to delete an automatic email.
   

To configure automatic emails for evaluators when an evaluation is assigned from the Evaluation tabs on the Application stage, see Configure an Evaluation Stage.

Select Administrators to Receive Automatic Emails

To select the administrators who receive an automatic email configured for the To Administrators (when Submitted) event:

1. Click the select users button.
    
2. Check the box next to each administrator who will receive the email, and then click Save Selection.
    

Each automatic email type sends when a specific event occurs in a process stage. The sections below describe when each automatic email sends in GLM and SLM.

LOI Stage

• To Assignee (when Submitted) - Sent once the applicant clicks Submit on their LOI form.
• To Administrators (when Submitted) - Sent to each selected administrator once the applicant clicks Submit on their LOI form.
• To Assignee 14 days before Due Date - Sent to an applicant 14 days before the due date on their form.
  • This email does not send if a due date is not set on the submission.
  • Change the 14 day default if a different interval is needed.
• To Assignee 1 days after Due Date - Sent to an applicant 1 day after the due date on their form.
  • This email does not send if a due date is not set on the submission.
  • Change the 1 day default if a different interval is needed.

Application Stage

• To Assignee (when Assigned) - Sent when an administrator marks the LOI complete and clicks Assign Next Form, notifying the applicant that the application form is available on their dashboard.
  • This email applies only when the LOI stage is used.
• To Assignee (when Submitted) - Sent once the applicant clicks Submit on their application form.
• To Administrators (when Submitted) - Sent to each selected administrator once the applicant clicks Submit on their application form.
• To Assignee 14 days before Due Date - Sent to an applicant 14 days before the due date on their form.
  • This email does not send if a due date is not set on the submission.
  • Change the 14 day default if a different interval is needed.
• To Assignee 1 days after Due Date - Sent to an applicant 1 day after the due date on their form.
  • This email does not send if a due date is not set on the submission.
  • Change the 1 day default if a different interval is needed.

Evaluations Stage

• To Evaluator (when Evaluation is Assigned) - Sent to each evaluator to notify them that they have been assigned a request to evaluate and that it is available on their dashboard.
  • This email sends only when evaluations are assigned one request at a time. For evaluations assigned in batch, follow the prompts at that time to send an email to the evaluators.

Follow Ups Stage

• To Assignee (when Assigned) - Sent to the assignee to let them know a follow up form is available on their dashboard.
  • If multiple follow up forms are assigned to each applicant at the same time, it is recommended to configure this automatic email for only one of the forms.
  • Use this automatic email as an award notification. For example, when it is configured to send as an award agreement form is assigned, the email content can contain award notification language.
  • This automatic email sends independently of other site settings. When configured, it sends even if the Show Decision status or Show Follow Ups with Decision Status setting prevents the applicant from seeing the decision status or assigned follow up forms.
• To Assignee (when Submitted) - Sent to the assignee once they click Submit on the follow up form.
• To Administrators (when Submitted) - Sent to each selected administrator once the assignee clicks Submit on the follow up form.
• To Assignee 14 days before Due Date - Sent to the assignee as a reminder prior to the due date for the form.
  • Change the 14 day default if a different interval is needed.
• To Assignee 1 days after Due Date - Sent to the assignee as a reminder after the due date for the form has passed.
  • Change the 1 day default if a different interval is needed.