Send emails from the User Summary page, Requests and Decisions page, workload pages, and request forms in Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM). Each email connects to the user, form, or request it starts from, so merge fields in email templates populate with relevant information.
User Role: Administrator, Grants Manager
How to Use Email in GLM/SLM
Use email to:
- Communicate with applicants about their request status, missing information, or next steps in the application process.
- Notify evaluators about pending evaluations or provide updates on requests they are reviewing.
- Send batch emails to multiple applicants or users at once from workload pages to efficiently communicate with groups.
- Share personalized information using email templates with merge fields that automatically populate data from user profiles or requests.
- Follow up with users from their User Summary page when the communication is not tied to a specific request.
Send an Email From the User Summary Page
To send an email to a user from their User Summary page, search for the user, select an email template, and send the message.
- Click Search on the upper navigation bar, and then click Users.
- Enter the search criteria of the email recipient.
- Click the user's last name.
- Click the user's email in the top left corner.
- A new tab opens with all email templates in the site.
- Click the envelope icon for the email template to use.
- To send without a template, click Send (No Template).
- To send without a template, click Send (No Template).
- Review the email and make changes as needed, and then click Preview.
- Click the X button to close the email preview.
- Click the X button to close the email preview.
- Click Send Email.
Merge fields in the email template that relate to requests remain blank when an email is sent from the User Summary page.
Send an Email From a Request
Send an email to the applicant of a request during the application period, or to the evaluators of a request during the evaluation period.
Email the Applicant of a Request
To email the applicant of a request, open the request from a workload page and select the email template to send.
- From the dashboard, click the applicable workload page that contains the requests.
- Click the paper and pencil icon for the applicable request.
- Click Email (Applicant's Name).
- A new tab opens with all email templates in the site.
- Click the envelope icon for the email template to use.
- To send without a template, click Send (No Template).
- To send without a template, click Send (No Template).
- Review the email and make changes as needed, and then click Preview.
- Click the X button to close the email preview.
- Click the X button to close the email preview.
- Click Send Email.
Email the Evaluators of a Request
Email the evaluators of a request at any point during the evaluation period.
To email the evaluators assigned to a specific request, navigate to that request from the Application Evaluation Assigned workload page and use the Email Evaluators option.
- From the dashboard, click the Application Evaluation Assigned workload page.
- Click the score for the request that will receive the email.
- Click Email Evaluators.
- A new tab opens with all email templates in the site.
- Click the envelope icon for the email template to use.
- To send without a template, click Send (No Template).
- To send without a template, click Send (No Template).
- Review the email and make changes as needed, and then click Preview.
- Click the X button to close the email preview.
- Click the X button to close the email preview.
- Click Send Email.
Send Batch Emails
To send batch emails to multiple applicants at once, select recipients from a workload page and use the Batch Actions menu to send an email template. Each batch can include up to 1,000 recipients. To email more than 1,000 recipients, send the batch emails in groups.
- From the workload page, check the box next to each applicant to email.
- Check the All box to select every applicant on the workload page.
- Check the Page box to select only the applicants on the current page.
- Click Batch Actions, and then click Email Applicants.
- A new tab opens with all email templates in the site.
- Click the envelope icon for the template to use.
- To send without a template, click Send (No Template).
- To send without a template, click Send (No Template).
- Preview the template and make changes as needed, and then click Send Email.
How Batch Emails Work
Batch actions send one email per applicant, even if the applicant has multiple requests in the batch. This applies when the email template has no process or request-specific merge fields.
- If the email template includes a process or request-specific merge field, each applicant receives one email for each associated request in the batch.
- Installment email merge fields populate only when emails are sent in batch from the Payment Tracking page.
- The system generates a separate email for each recipient.
- A Cc or Bcc address receives a separate copy of the email for each recipient.