Configure Automatic Emails

Emails can be configured to send automatically when specific events occur. For example, an email can be sent automatically to the applicant when they submit their application. Once email templates are built, they can be configured within the process stages to send automatically.

Build the relevant email templates, selecting the applicable event type for each.
Click Tools on the upper navigation bar, and then click Process Manager.
Click the process name.
Click the stage for which automatic emails will be configured.
- Automatic emails can be added to the LOI, Application, Evaluation, and Follow Ups stages.
Click the Add Automatic Email drop-down menu, and then click the applicable automatic email type.
- If adding automatic emails from the Follow Ups stage, click into an existing follow up or click Add Follow Up, and then click Add Automatic Email.
Click the Choose Email Template drop-down menu, and then click the applicable email template.

Click the Include Applicant Details toggle 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.
Automatic emails for evaluators when an evaluation is assigned from the Evaluation tabs on the Application stage can be configured. Configure an Evaluation Stage has more information.
If configuring an email for the To Administrators (when Submitted) event, select the administrators to receive the email.
1. Click the select users button.
2. Check the box next to each administrator that will receive the email, and then click Save Selection.

If applicable, repeat the above process to add additional automatic emails. The Automatic Email Descriptions section provides details on all of the automatic email options by stage.

Automatic Email Descriptions

Descriptions of when each automatic email is sent are available below.

If using the Third Party feature, details on automatic emails for that feature are available in Build Third Party Email Templates.

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 will not send if a due date has not been set on the submission.
- The 14 day default can be changed.
To Assignee 1 days after Due Date - Sent to an applicant 1 day after the due date on their form.
- This email will not send if a due date has not been set on the submission.
- The 1 day default can be changed.

Application Stage

To Assignee (when Assigned) - Sent once an administrator clicks Assign Next Form after marking the LOI complete, notifying the applicant that the application form is available on their dashboard.
- This email is only applicable if using the LOI stage.
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 will not send if a due date has not been set on the submission.
- The 14 day default can be changed.
To Assignee 1 days after Due Date - Sent to an applicant 1 day after the due date on their form.
- This email will not send if a due date has not been set on the submission.
- The 1 day default can be changed.

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 will only be sent if evaluations are assigned one request at a time. If evaluations are assigned in a 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 will be assigned to each applicant at the same time, consider only configuring this automatic email for one of the forms.
- This automatic email can be used as an award notification. For example, if it is configured to send when an award agreement form is assigned, the email content could contain award notification language.
- This automatic email is sent independently of other site settings. If configured, it will be sent even if the applicant cannot yet see the decision status or assigned follow up forms based on the Show Decision status and/or Show Follow Ups with Decision Status settings.
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.
- The 14 day default can be changed.
To Assignee 1 days after Due Date - Sent to the assignee as a reminder after the due date for the form has passed.
- The 1 day default can be changed.