Emails can be sent from multiple locations in Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM), including the User Summary, Requests & Decisions page, workload pages, and forms within a request. When an email is sent, it connects to the user, form, or request from which it is initiated, allowing merge fields in email templates to populate with relevant information. Emails can be sent individually or in batch to multiple users at once.
User Role: Administrator, Grants Manager
When to Send Emails:
- 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
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, and then click Search.
- Click the user's Last Name that will be emailed.
- Click Email.
- A new tab that shows all email templates in the site will open.
- A new tab that shows all email templates in the site will open.
- Click the envelope icon for the email template that will be used.
- If no email template is necessary, click Send (No Template).
- If no email template is necessary, click Send (No Template).
- Review the email and make changes as needed, and then click Preview.
- After previewing the email, click the X button to close the email preview.
- After previewing the email, click the X button to close the email preview.
- Click Send Email.
When sending an email from the User Summary, any merge fields in the email template that are related to requests will be left blank.
Send an Email From a Request
Emails can be sent to the applicant of a request at any point during the application period.
Email Applicant of a Request
To send an email related to a specific request, navigate to the request and choose to email either the applicant or the evaluators assigned to that request.
- 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 that shows all email templates in the site will open.
- A new tab that shows all email templates in the site will open.
- Click the envelope icon for the email template that will be used.
- If no email template is necessary, click Send (No Template).
- If no email template is necessary, click Send (No Template).
- Review the email and make changes as needed, and then click Preview.
- After previewing the email, click the X button to close the email preview.
- After previewing the email, click the X button to close the email preview.
- Click Send Email.
Email Evaluators of a Request
Emails can be sent to 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 on the request to be emailed to evaluators.
- Click Email Evaluators.
- A new tab that shows all email templates in the site will open.
- A new tab that shows all email templates in the site will open.
- Click the envelope icon for the email template that will be used.
- If no email template is necessary, click Send (No Template).
- If no email template is necessary, click Send (No Template).
- Review the email and make changes as needed, and then click Preview.
- After previewing the email, click the X button to close the email preview.
- After previewing the email, click the X button to close the email preview.
- Click Send Email.
Send Batch Emails Using Email Templates
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.
- From the workload page, check the box next to each applicant that will be emailed.
- Check the box next to All to send emails to all applicants located on that page.
- Check the box next to All to send emails to all applicants located on that page.
- Click Batch Actions, and then click Email Applicants.
- A new tab that shows all email templates in the site will open.
- A new tab that shows all email templates in the site will open.
- Click the envelope icon for the template that will be used.
- If no email template is necessary, click Send (No Template).
- If no email template is necessary, click Send (No Template).
- Review the template and make changes as needed, and then click Send Email.
- A separate email will be generated for each recipient.
- If a Cc or Bcc address is included, that address will receive a separate copy of the email for each recipient.
When sending an email via batch actions, only one email will be sent per applicant. This is true even if a user is associated with multiple requests in the batch and as long as no process or request-specific merge fields are used in the email template.
- If the email template does contain a process or request-specific merge field, users will receive an email for each request for which they are associated in the batch.
- If installment email merge fields are used in the email template, they will only populate when batch emailing from the Payment Tracking page.