You may add merge fields into email templates to customize each email. Merge fields populate specific information related to the recipient and request associated with the email being sent. For more details on the available email merge fields, refer to Email Merge Field Guide.
User Role: Administrator, Grants Manager
Use email merge fields to:
- Personalize bulk emails with recipient-specific information like names, organization details, or award amounts.
- Create reusable email templates that automatically populate request-specific data when sent.
- Maintain consistent messaging while customizing details for individual applicants or organizations.
- Streamline communication by eliminating manual data entry for repetitive email information.
- Include dynamic links that direct recipients to their specific requests.
Merge fields are available when you create a new template, edit an existing template, or send an email without using a template. While editing, the merge fields can be found on the right-hand side of your screen on an Email Template.
Merge fields appear under categories. Click a category to view the fields available to merge into the email. You may also click All to view all available merge fields.
There is not a way to add additional fields to this list. The merge fields included here are system-wide fields and not specific to each foundation, process, or form.
If an Event Type is already selected for the email template, some non-contextual merge fields will be grayed out and cannot be added to that type of email.
Merge fields appear in blue text. When you find the one you would like to add to your email, click the blue text to copy the merge field code, then paste that into the email.
For merge fields containing a link, you can also click the chain icon to the right of the blue text to insert the link into the email.
Merge fields appear in double brackets once pasted into the email. For example, if you want to create a template that directly addresses the recipient, such as “Dear John Doe” you would type “Dear” and use the Recipient Full Name merge field after. This specific example would look like this: Dear {{Recipient.FullName}}
Emails with merge fields must be sent from a location where the included merge fields can populate information. For example, if you include the "Amount Awarded" merge field, the email could be sent with specific requests selected on the All Open Approvals workload page. If you sent the email from the User Summary page for an applicant, however, the system wouldn't know which request to populate the "Amount Awarded" information from.