Build Third Party Email Templates

After an applicant sends their email to a third party within a third party question group, the system automatically sends a second email to that individual. That email contains the link for the third party responder to log on to the site and complete the applicable questions. You have the option to build a customized email template for this automatic email. 

In addition, you can build an email template for an automatic reminder email to be sent to third party responders 7 days after the initial request was sent if they haven't yet completed their questions. This is an optional automatic email. 

Build the Initial Third Party Email Template

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 select Email Templates.
2. Click Add New 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. Select the Third Party Assigned event type.
   
   
6. Click Create Email Template.
   
   
7. Navigate to the process stage for which you'd like to use this automatic email.
8. Select the template in the To Third Party (when Applicant clicks Send) drop-down.
   
   

Build the Reminder Third Party Email Template

Follow the steps below to build an email template to be sent automatically to third party responders who haven't yet completed their questions after 7 days. 

When this 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 select Email Templates.
2. Click Add New 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.
   • Best practice is to include email merge fields in this template to include the applicant's name for reference.
     
     
4. Customize the rest of the email template as desired. 
5. Select the Third Party Reminder event type.
   
   
6. Click Create Email Template.
   
   
7. Navigate to the process stage for which you'd like to use this automatic email.
8. Select the template in the To Third Party (7 days after Email sent) drop-down.