Grant Template and Communications

This article contains an overview of the different grant template communications, who they are sent to, and the processes and workflows that will trigger these communications.

Fund Advisor Grant Submittal, Grant Documents, and Communications

Fund Advisor Submits Grant via Portal

1. Fund Advisor Communications
   • Advisor Request Confirmation Email
     • Location: Portal Options > Portal Content > Fund Advisor
     • Function: Sends a confirmation email when grants are submitted.
   • Advisor Abandoned Cart Email
     • Location: Portal Settings > Fund Advisor
     • Function: Daily reminder email if the cart is left with items. This is daily or nothing.
     • Setting: Checkbox for Automated Cart Reminder Email.
2.  Internal Staff Notifications
   • Request Notify Option
     • Function: Staff members selected will receive a notification email.
     • Customization: Not customizable—preset format and delivery.
3. Communications During Grant Processing
   • Trigger: Posting or un-posting of the grant payment.
   • Controlled by: Settings on the Fund Advisor designation and content area.
   • If content is populated during un-post, the Fund Advisor will receive a notification. Leave content areas blank for unposted status to avoid unnecessary notifications.

Grant Award

1.  Award Letters
   • Creation Timing: Can be created at the time of grant record creation.
   • Bulk Setup: Letters can be set in bulk in the Approval or Voucher buckets. This includes selecting the appropriate letter. Letters can only be sent to one contact, pulling from the primary email.

Grant Letters

1. Timing & Trigger
   • When Sent: Triggered by posting of the check.
   • How Sent: Sent by Batch Payment ID in CommunitySuite > Grants > Documents bucket.
2. Multiple Recipients
   • Process: Additional steps are required for sending to multiple contacts. When emailing, you have the option to CC additional recipients.
3. Email Requirements
   • Email Content: The Grant Letter Email Body content area must be filled in to enable email delivery.
   • Email Address Source: Driven by settings on the recipient's primary profile email address.

Payment Communication

1. Recipient of Electronic Payment Communication
   • Email Recipient: Email marked as Pay on the vendor profile.
   • Fallback: If no Pay email is selected, it defaults to the Primary email.
2. Content Area Requirement
   • Required Content Field: check_post_email_body
     • Location: Checks > Content in the left-side menu.
   • Function: Sends an automated email with a .pdf check detail attachment when electronic payments are posted.
3. Customization
   • Email Content: Customizable via the check_post_email_body content field.
   • Behavior: If the field is blank, no emails will be sent—even if a Pay email exists.
4.  Example Behavior
   • Scenario: If properly configured, the recipient receives an email notification of the posted payment with an attached detail .pdf.
   • Priority of Email Address: First is the Pay email, then the Primary email if the Pay email is not set.