The Email Template tool in Grant Lifecycle Manager (GLM) and Scholarship Lifecycle Manager (SLM) builds email templates that send manually or automatically in response to a specified event. Administrators copy and edit existing email templates at any time to communicate with applicants, evaluators, and other site users.
User Role: Administrator
How to Use Email Templates
Use email templates to:
- Create application submission confirmations that send automatically to applicants when an applicant submits a request.
- Build evaluation assignment notifications that alert evaluators when requests are ready for review.
- Configure deadline reminder emails that notify applicants or evaluators when important dates approach.
Add an Email Template
To add an email template, add the applicable template information and select an event type for automatic sending.
- Click Communications on the upper navigation bar, and then click Email Templates.
- Click Add Email Template.
- Add the applicable information. Asterisks indicate a required field.
- Email Template Fields describes each field.
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Select the appropriate event type from the Email Notification Events drop-down menu.
- Select None if the email template will be sent manually only.
- Click Save.
Event types make the email template available for use as an automatic email. After the template is saved, add the template to the relevant process stage to send the email automatically. After a process uses the template, the Processes using this template drop-down menu appears on the email template.
Organization Added and Changed Notifications and User Profile Changed Notifications provide more information on those event type emails.
To attach files to an email template, click the Attachments drop-down menu on the email template, and then check the box next to each applicable attachment. Email Attachments provides details on how to upload attachments.
Email Template Fields
Email template fields are described below.
Template Name - This internal field is not visible to email recipients.
- It is recommended to name the template according to the event that triggers the email or the situation in which the template is sent manually.
- If the template is used in only one process, it is recommended to include the process name in the template name.
Reply To - By default, administrator@grantinterface.com is a send-only email address that does not accept replies.
- If an applicant responds to a system email, the response goes automatically to the email address in the Reply To field for that specific template.
- Before the email template can be used, this field must contain an email address.
Cc/Bcc - Copies additional recipients on the email.
- Both the Cc and Bcc fields have a character limit of 200.
- The Copy Organization Primary Contact checkbox is only available in GLM sites.
- When Copy Organization Primary Contact is checked and an email goes to multiple organizations, each recipient sees only their own organization's primary contact email address. Primary contact email addresses for the other organizations in the send do not appear.
Subject - Provides a concise subject that describes the content of the email.
- This field is visible to the recipient.
Body - Provides the information intended for the recipient.
- Use the rich text editor to format text in the email template.
- The process description and the instruction area for form questions use the same rich text editor.
Copy and Edit an Email Template
Administrators copy and edit email templates from the Available and Archived sections of the Email Templates page. To copy an email template and edit the copy:
- Click Communications on the upper navigation bar, and then click Email Templates.
- Click the name of the email template to copy.
- Click Copy Template.
- Enter a New Template Name, and then click Copy.
- Click the name of the copied email template.
- Make the necessary edits, and then click Update Email Template.
To edit an existing email template without copying it, click the name of the template on the Email Templates page, make the necessary edits, and then click Update Email Template.
Archive Email Templates
Archived email templates leave the active list but remain available to view, copy, edit, or restore. To archive email templates:
- Click Communications on the upper navigation bar, and then click Email Templates.
- Check the box next to each email template to archive.
- Click Archive Selected at the bottom of the list.
View Archived Email Templates
To view archived email templates:
- Click Communications on the upper navigation bar, and then click Email Templates.
- Click the Archived drop-down menu.
- Click the name of an archived email template, and then copy, edit, or send the template as usual.
Restore Archived Email Templates
To restore archived email templates to the active list:
- Click Communications on the upper navigation bar, and then click Email Templates.
- Click the Archived drop-down menu.
- Check the box next to each email template, and then click Restore Selected.