Universal Application: Configure Automatic Emails

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 universe name.
   
   
4. Click the stage for which automatic emails will be configured.
   • Automatic emails can be added to the Application and Follow Ups stages.
   • The automatic emails sent at the Application stage are not opportunity-specific. For this reason, the templates used there should be generic to all opportunities in the universe.
     
     
5. Click Add Automatic Email.
   
   
   • 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.
     
     
6. Click the Event drop-down menu, and select the event type.
   
   
7. Click the Email Template drop-down menu and select the applicable email template.
   
   
   • Check the Include Applicant Details box 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.
     
     
8. Click OK.
   
   

• Click the X icon to delete an automatic email.
  
  
• If configuring an email for the To Administrators (when Submitted) event, select the administrators to receive the email.
  
  
  1. Check the box next to each administrator that will receive the email, and then click OK.
     
     

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

Application 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 after the due date on their form. 
  • 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. 
  
  • The 1 day default can be changed.

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.