Email merge fields insert recipient and request information into emails automatically. Add merge fields to email templates, or to individual emails sent without a template, to personalize each message. For details on the available fields, see Email Merge Field Guide.
User Role: Administrator, Grants Manager
How to Use Email Merge Fields
Use email merge fields to:
- Personalize bulk emails with recipient-specific information, such as names, organization details, or award amounts.
- Create reusable email templates that populate request-specific data automatically, which eliminates manual entry of repetitive details.
- Include dynamic links that direct recipients to their specific requests.
Find Email Merge Fields
Merge fields are available when you create a template, edit an existing template, or send an email without a template. While you edit an email, the email merge fields appear on the right side of the screen.
Add a Merge Field to an Email
To add a merge field to an email, copy the merge field code from the merge field list and paste it into the email:
- Click a category to view the available merge fields, or click All to view every merge field.
- Click the merge field name in blue text to copy the merge field code.
- Paste the merge field code into the email.
For merge fields that contain a link, click the chain icon to the right of the merge field name to insert the link into the email.
How Merge Fields Appear in an Email
Merge fields appear in double brackets once pasted into an email. For example, to begin an email with Dear John, type Dear and then paste the Recipient First Name merge field after it. The result looks like this: Dear {{Recipient.FirstName}}
Where to Send Emails with Merge Fields
Send emails that contain merge fields from a page where the system can populate each field. For example, an email that includes the Amount Awarded merge field populates correctly when sent from the All Open Approvals workload page with specific requests selected.
When the same email is sent from an applicant's User Summary page, the system cannot determine which request supplies the Amount Awarded information.
Email Merge Field Limitations
The merge field list is system-wide, so it does not include fields specific to a foundation, process, or form. Additional fields cannot be added to the list.
If an Event Type is selected for the email template, the system grays out some non-contextual merge fields. Grayed-out merge fields cannot be added to that type of email.