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 you want to configure automatic emails.
In the drop-down for each applicable event, select the email template that should send automatically.
- Check the box for Applicant Details if you want information on the applicant and submission included at the end of the email body. This information includes the following: applicant name, address, phone number, email, form name, process name, project name.
If configuring an email for the To Administrators (when Submitted) event, select the administrators to receive the email.
- Click [Number] Selected.
- Check the box for each administrator to receive the email, and then click Save Selection.

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 Applicant (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.

Application Stage

To Applicant (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 Applicant (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.

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 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.