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  1. Foundant Technologies
  2. CommunitySuite
  3. CommunitySuite - System Configuration

Emails From CommunitySuite

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Many emails can be sent from CommunitySuite. Based on settings, some send automatically, and others require an action from a user. This article contains a list of emails that can be sent, how they are sent, and if/how they can be customized.

Emails to Fund Advisors

Fund Advisor Donation Notification

  • What: Automatic email that can be sent to fund advisors when a donation is posted to a fund they advise.
  • Automatic or Manual Send: Automatic
  • How does it send: Enable Donation Notify in the fund advisor designation. This can be turned on or off per fund advisor, or for all advisors at once.
  • Customizable: donation_notify_email_body in Content.

Fund Advisor Forgot Password

  • What: Email sent to fund advisor's primary email address when the fund advisor clicks Forgot Password on the fund advisor portal login page.
  • Automatic or Manual Send: Automatic 
  • How does it send: Automatically sends after fund advisor clicks on the Forgot Password link from the login page.
  • Customizable: advisor_login_email in Content.

Fund Advisor Fund Statements (Advisors with Email Statement Type)

  • What: Email to fund advisors with an attached copy of the fund statement. Advisors will receive one email per fund they advise. 
  • Automatic or Manual Send: Manual
  • How does it send:
    1. Generate, review, and publish fund statement(s).
    2. Click Send Email Statements in the left-side menu.
    3. Click Send.
  • Customizable: fund_statement_email_body in Content.

Fund Advisor Fund Statements (Advisors with Online Statement Type)

  • What: Email to fund advisors notifying them fund statements are available on the fund advisor portal.
  • Automatic or Manual Send: Manual
  • How does it send:
    1. Generate, review, and publish fund statement(s).
    2. Click Send Online Email in the left-side menu.
    3. Click Send.
  • Customizable: fund_statement_email_body in Content.

Fund Advisor Grant Post Notification

  • What: Automatic email that can be sent to fund advisors when a grant check from a fund they advise is posted. 
  • Automatic or Manual Send: Automatic
  • How does it send: Enable Grant Notify in the fund advisor designation. This can be turned on or off per fund advisor, or for all advisors at once.
  • Customizable: grant_post_notify_email_body in Content.

Fund Advisor Grant Un-post Notification

  • What: Automatic email that can be sent to fund advisors when a grant check from a fund they advise is un-posted. 
  • Automatic or Manual Send: Automatic
  • How does it send: Enable Grant Notify in the fund advisor designation. This can be turned on or off per fund advisor, or for all advisors at once.
  • Customizable: grant_unpost_notify_email_body in Content.

Fund Advisor Login Access

  • What: Email to fund advisors who do not have a password set on their fund advisor designation, but have a Login set on the fund advisor designation and a primary email address on their profile.
  • Automatic or Manual Send: Manual
  • How does it send:
    • Send to an individual fund advisor:
      1. Navigate to a fund advisor designation and click Send Login Email on the left-side menu.
      2. Modify the text if desired then click Send Email.
    • Send to fund advisors in bulk:
      1. Navigate to the Fund Advisors page and click Send Login Emails on the left-side menu.
  • Customizable: advisor_login_email in Content or on a one off basis from the Send Login Email action from an individual fund advisor designation.

Tax Receipts

Bulk Tax Receipts

  • What: Send tax receipts in bulk via email. 
  • Automatic or Manual Send: Manual
  • How does it send: Process Tax Receipts
  • Customizable: donation_email_body in Content.

Individual Tax Receipts

  • What: Send tax receipts individually.
  • Automatic or Manual Send: Manual
  • How does it send: Process Tax Receipts
  • Customizable: donation_email_body in Content. Can be further customized in send process.

Online Donation Tax Receipts

  • What: Tax receipt when a donation is made through online donation portal. 
  • Automatic or Manual Send: Automatic
  • How does it send: Enable Auto Tax Receipt in Donations Settings. Default Email Reply To field in System Data must have an email. 
    • When these settings are not applied, users can send tax receipts for online donations in bulk from Unsent Tax Receipts, or individually from donation record.
  • Customizable: online_donation_email_body in Content.

Recurring Donation Tax Receipts

  • What: Tax receipts for recurring donations. 
  • Automatic or Manual Send: Automatic
  • How does it send: When the recurring donation is posted, the automatic email sends. Recurring donation tax receipts cannot be turned off without disabling Auto Tax Receipt in Donations Settings which disables automated receipts for all online donations.
  • Customizable: online_donation_email_body in Content.

Approval Emails

The following approval emails can be enabled and disabled in the specific page settings. 

Check Approval

  • What: Send email to check approvers.
  • Automatic or Manual Send: Automatic
  • How does it send: On the check level, payment approval levels need to be setup on each checking account and approvers assigned to each level. In the checking account, click Send to Approval to send an email to the approvers. 
  • Customizable: No

Grant Approval

  • What: Send email to grant approvers. 
  • Automatic or Manual Send: Automatic
  • How does it send: Grant Approvers must be set up at the fund level. After a grant is created, clicking Post & Get Approval will send an email to the grant approvers on that fund.
  • Customizable: No

Journal Entry Approval

  • What: Send email to journal entry approvers. 
  • Automatic or Manual Send: Automatic
  • How does it send: Enable Journal Entry Approval in GL Settings. Journal entry approval levels need to be setup, and approvers assigned to each level. After a journal entry is created, clicking Send to Approval will auto send an email to the journal entry approvers. 
  • Customizable: No

Voucher Approval

  • What: Send email to voucher approvers. 
  • Automatic or Manual Send: Automatic
  • How does it send: Enable Voucher Approval in Voucher Settings. All funds need to have a user set to be the voucher approver. After a voucher is created, clicking Post & Get Approval will send an email to the voucher approvers on that fund. 
  • Customizable: No

Other

Custom Reports

  • What: Send emails of shared custom reports to users in a .csv file or HTML format.
  • Automatic or Manual Send: Both
    • Custom report emails are sent manually when sent on demand, and automatically when scheduled.
  • How does it send: 
    • Schedule emails to send on a set frequency:
      1. From the Reports page, click [schedule] on a shared custom report in the Custom Reports window. 
      2. Complete the Schedule Report fields and click Save.
        • To edit or delete the email schedule, click [edit schedule] or [delete schedule] on the report in the Custom Reports window.
    • Send emails on demand:
      1. Open a saved custom report.
      2. Click Email on the actions bar.
      3. Complete the Email Report fields and click Send.
  • Customizable: No

Event Ticket Receipt

  • What: Email sent when someone completes a free or paid ticket purchase in an online campaign. 
  • Automatic or Manual Send: Automatic
  • How does it send: After checkout on the online donation portal is complete, an email with the event ticket receipt template assigned to that campaign will automatically send to the email address used in checkout. If an event ticket receipt is not set on the campaign the email will send the default event ticket receipt.
  • Customizable: Event Ticket Receipt template. There can be many templates of this type.

Grant Request Notification

  • What: Email notification when fund advisor submits a grant request on fund advisor portal.
  • Automatic or Manual Send: Automatic
  • How does it send: In grants, choose Request Notify. Fill in the From email and then click the box(es) next to the person(s) you wish to notify. When a fund advisor clicks Submit Request on the fund advisor portal an email is sent to the notifyees. 
  • Customizable: No

Invoice Notification

  • What: Send an invoice to a customer.
  • Automatic or Manual Send: Manual
  • How does it send:
    1. After posting an invoice, click Email on the left-side menu.
    2. Select an email from the To dropdown menu or type in a new email. 
    3. Add a Subject and Message.
    4. Click Send.
  • Customizable: You can customize the subject and body of the email per invoice.

Resend Guest Link from Campaign

  • What: Resend the link to a profile that purchased a ticket so they can edit the guest list for their purchased ticket(s).
  • Automatic or Manual Send: Manual
  • How does it send:
    1. Navigate to the campaign and click the name of a ticket purchaser.
    2. Click Resend Guest Link on the left-side menu.
  • Customizable: No. The default email has a subject of Event Ticket Portal Link and the email body says: Use this link to add guests to your tickets. Your Tickets 

Tasks .ICS File

  • What: Send a .ICS calendar invite to user(s) that the task is assigned to.
  • Automatic or Manual Send: Automatic
  • How does it send: Check the Send Calendar Invite box when creating a task.
  • Customizable: No

Tribute (In Honor/Memory) Notification

  • What: Email notification about donations with tributes in Honor/Memory of another person/place.
  • Automatic or Manual Send: Manual 
  • How does it send: Generate Tribute Notification Letters and Emails
  • Customizable: tribute_email_body in Content.
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