Build Third Party Email Templates

The default initial email without any customizations appears as below.

 

Follow the steps below to build a customized email template for the initial email sent automatically to a third party responder identified by an applicant.

1. Click Communications in the upper navigation bar, and then click Email Templates.
2. Click Add Email Template.
    
3. In the body of the email, add instructions for the third party responders. The following information is automatically included at the bottom of the email body when the email is sent:
   • A link to log on to the site which will bring the third party to their dashboard. 
   • An applicant information section that lists the applicant's name, email, organization (if applicable), and project name. 
     
      
4. Customize the rest of the email template as desired. 
5. In the Email Notification Events section, select the Third Party Assigned event type.
    
6. Click Save.
7. Navigate to the process stage for which the automatic email will be used.
8. Click Add Automatic Email, and then click To Third Party (when Applicant clicks Send).
    
9. Click the Choose Email Template drop-down menu, and then select the built template.
   
    

Follow the steps below to build an email template to be sent automatically to third party responders who have not yet completed their questions after seven days.

 

For regular processes, third party reminder emails will automatically be sent for any request in which the application form has not been marked complete, or does not have a decision of denied or approved entered on it. For both regular processes and universes, reminder emails will be sent regardless of the start and end dates in the process/universe summary, or what the due date set on the application is. For universes, the only way to prevent third party reminder emails from sending is to delete the third party reminder notification event from the application form in the universe.

When the third party reminder email is sent to the third party responder, the system sends a separate email to the applicant informing them that the reminder was sent. This system email template can be customized on the Email Templates page. The default applicant reminder email without any customizations appears as below.

 

1. Click Communications in the upper navigation bar, and then click Email Templates.
2. Click Add Email Template.
    
3. In the body of the email, add the reminder message for the third party responders.
   • The link to log on to the site is included at the bottom of the email body when the email is sent but not the applicant information.
   • It is recommended to include email merge fields in this template to include the applicant's name for reference.
   • If a student has multiple opportunities in draft status and the Process Opportunity Name merge field is used in a third party reminder email template, it will send one reminder email and list all the opportunity names still in draft status, separated by a comma. 
4. Customize the rest of the email template as desired.
5. In the Click Email Notification Events section, select the Third Party Reminder event type.
    
6. Click Save.
7. Navigate to the process stage for which the automatic email will be used.
8. Click Add Automatic Email, and then click To Third Party (7 days after Email sent).
    
9. Click the Choose Email Template drop-down menu, and then select the built template.  

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  • If the automatic email is no longer necessary, click the trash can icon to delete it.