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  • Universal Application: Merge Fields in Email Templates

    You may add merge fields into email templates to customize each email. Merge fields populate specific information related to the recipient and request associated with the email being sent. This article contains more details on the available email merge fields. 

    Merge fields are available when you create a new template, edit an existing template, or send an email without using a template. While editing, merge fields can be found on the right-hand side of your screen.

    UA_Email_Merge_Fields.png

    • Merge fields appear under categories. Click a category to view the fields available to merge into the email. You may also click All to view all available merge fields.
      • There is not a way to add additional fields to this list. The merge fields included here are system-wide fields and not specific to the custom fields added by each foundation.
    • If an Event Type is already selected for the email template, some non-contextual merge fields will be grayed out and can't be added to that type of email.
    • Merge fields appear in blue text. When you find the one you would like to add to your email, click the blue text (this will copy the merge field code) and then paste that into the email.
      • For merge fields containing a link, you can also click the Link icon to the right of the blue text to insert the link into the email.
      • Merge fields appear in double brackets once pasted into the email.

    For example, if you want to create a template that directly addresses the recipient, such as “Dear John Doe” you would type “Dear” and use the Recipient Full Name merge field after. This specific example would look like this: Dear {{Recipient.FullName}}

    Emails with merge fields must be sent from a location where the included merge fields can populate information. For example, if you include the "Amount Awarded" merge field, the email could be sent with specific requests selected on the All Open Approvals workload page. If you sent the email from the User Summary page for an applicant, however, the system wouldn't know which request to populate the "Amount Awarded" information from.

     

    At this time, it’s recommended that you use the “Date” merge field (under the Current section) instead of the “Initial Submit Date” merge field (under the Submission section).

    Do not use the “Project Name” merge field, as it is not designed for use with the Universal Application feature.

    There are two contexts in which the "Opportunity Name" merge field will not populate data: 
    1. If used within the “To Applicant (When Submitted)” automatic email template.
      • This is because this automatic email is sent when the applicant submits the common portion of the application. At that point, the applicant doesn’t have any opportunity-specific requests.
    2. If used within an email template that’s sent in relation to a follow up form (whether in an automatic or manual email).
        • This is because a follow up form can be related to multiple opportunities.
    •  
  • Safe Sender List Email Instructions

    As part of the online grant/scholarship application system you are using, you may receive emails related to your request. Emails you receive from the system will come from the following email address:

    administrator@grantinterface.com

    If you do not see an email from this address upon registering with this online system, it is likely that your email provider’s spam filter has caught our correspondence.

    If you found an email from the above address in your spam folder:

    Please add @grantinterface.com to your address book or contacts. This will ensure that you continue receiving email communication regarding your application.

    We have provided instructions for various email providers that should help you to add the @grantinterface.com domain to your Safe Senders list.

    If you believe you should have received an email, but it does not appear in your spam folder or in any other mail folder and you are using some type of corporately managed email:

    It is likely that your network setup is blocking these incoming emails. In order to prevent this, please contact your IT Administrator and ask them to add the aforementioned domain (@grantinterface.com) to your company’s white-list. They should be able to add the permission to allow these emails to come through, allowing you access to important grant-relevant communications.

    How to Add an Email Address to Your Personal Email’s Safe Senders List?

    Email Account Providers

    AOL 8.0+

    • Step 1: Open the email
    • Step 2: Click Add Address icon
    • Step 3: Verify the sender's contact information

    AOL Webmail

    • Step 1: Click on the Addresses tab in the upper right corner of the Mailbox window
    • Step 2: Click on the New drop-down menu and select New Contact.
    • Step 3: Type the email address of the new contact in the Screen Name field and click the Save button.

    Earthlink

    • Step 1: Open the email.
    • Step 2: Click Add Sender.
    • Step 3: Verify that the contact information is correct.
    • Step 4: Click Yes.

    Entourage

    • Step 1: Open the email.
    • Step 2: Right-click the sender's email address.
    • Step 3: Select Add to Address Book in the short-cut menu.
    • Step 4: Verify the sender's contact details.

    Gmail

    • Step 1: Open the email.
    • Step 2: Click on More Options in the upper right hand corner of the message.
    • Step 3: Click on Add Sender to Contacts List in the header of the email.
    • Step 4: A confirmation message will be displayed above the email.
    Juno
    • Step 1: From the mail screen, click on the Address Book tab.
    • Step 2: Insert the email address you would like to add.
    • Step 3: Click Quick Add.

    Mac Mail

    • Step 1: Open the email.
    • Step 2: Right-click the sender's email address.
    • Step 3: Click Add To Contacts in the short-cut menu.
    • Step 4: Click Save and Close.

    Microsoft Outlook Express 6+

    • Step 1: Open the email.
    • Step 2: Left-click the sender icon, or right click the sender's name.
    • Step 3: Click Add To Contact.
    • Step 4: Click Save and Close.

    Microsoft Outlook 2003

    • Step 1: Open the email.
    • Step 2: Click Actions on the toolbar.
    • Step 3: Select Junk Email from the drop-down menu.
    • Step 4: Select Add sender to Safe Senders List.
    • Step 5: Verify that the contact information is correct and click Ok.

    Microsoft Outlook 2007

    • Step 1: Open the email.
    • Step 2: Click Options on the Tools menu.
    • Step 3: On the Preferences tab, under Email, click Junk E-mail.
    • Step 4: Select Safe Senders or Safe Recipients tab and click Add.
    • Step 5: Enter the email address of the contact and click Ok.

    Microsoft Outlook 2010 & 2013

    • Step 1: On the Home Tab, in the Delete Group, click Junk.
    • Step 2: Select Junk E-Mail Options from the dropdown list.
    • Step 3: Select the Safe Senders tab.
    • Step 4: Click Add, and enter the email address in the window that appears.
    • Step 5: Click Ok.

    Mozilla Thunderbird

    • Step 1: Click the Address Book button.
    • Step 2: Make sure the Personal Address Book is highlighted.
    • Step 3: Click the New Card button.
    • Step 4: Under the Contact tab, copy and paste the address “administrator@grantinterface.com” and click Ok.

    MSN Hotmail (Classic)

    • Step 1: Open the email.
    • Step 2: Click Save Address in the menu bar.
    • Step 3: Verify that the contact information is correct.
    • Step 4: Click Ok on the next screen.

    Window Live Hotmail
    Adding to the Address Book doesn’t automatically add you to the Safe Sender list - you must mark the sender as Safe.

    • Step 1: Open the email.
    • Step 2: Click on the Mark as Safe link.

    Yahoo! Mail

    • Step 1: Open the email.
    • Step 2: Select the Add to Address Book link.
    • Step 3: Enter the email address of the contact and click Save Contact.

    If you continue to have difficulty receiving email from the system, please contact Foundant Support at support@foundant.com

  • Email Receipt Verification

    From the Email History page, you have the ability to view the status of emails sent from your site. This can be used to make sure emails from your site are being received by your applicants. 

    • You also have the opportunity to send the email again to confirm receipt of system emails after you have made your safe sender updates.  
    • "Send Email Again" button which allows you to make sure you can receive our email and tells you how to adjust your spam filter. This page is not customizable.

    Email’s from the site comes from “Your Foundation Name” <administrator@grantinterface.com>" which, depending on an email’s security settings, can be caught by the spam filter. 

    The last page of the applicant registration process contains a tutorial about adding the <administrator@grantinterface.com> email address to your safe senders list. 

    • You also have the opportunity to send the email again to confirm receipt of system emails after you have made your safe sender updates.  
    • "Send Email Again" button which allows you to make sure you can receive our email and tells you how to adjust your spam filter. This page is not customizable.
  • Email History Page

    The Email History page allows you to view the delivery status and content of emails sent from your site. To access this page, click Communications in the upper navigation bar, then click Email History

    emailhistory_1.png

     

    Search on the Email History Page

    By default, the Email History page shows emails sent within the last 90 days. To view emails sent in a different timeframe, you can change the dates in the Show Data On or After and Show Data On or Before fields and then click Search.

    emailhistory_2.png

     

    To change the default view, edit the number of days in the Email History Display Days setting on your Site Settings page. For example, if you change the setting to 120, the Email History page will show emails sent within the last 120 days by default when you load the page.

     

    You can also search for emails with one or more specific delivery statuses. To do so, select the status(es) and then click Search. The search results will be limited to the date range set in the Show Data on or After and Show Data On or Before fields.

    emailhistory_3.png 

    Finally, use the Quick Search bar at the top of the page to locate specific emails. Start typing a keyword such as something from the subject line, the recipient's email address, etc. and results will automatically appear. The search results will be limited to the date range set in the Show Data on or After and Show Data On or Before fields.

    emailhistory_4.png

     

    Actions on the Email History Page

    There are several actions you can take on this page: 

    • Click the Status icon to view the status history for an email.
      emailhistory_5.png
    • Click the Subject of the email to view the email's content.
      emailhistory_6.png
    • Click the Envelope icon to resend the email.
      emailhistory_7.png
    An email sent from an applicant to a third party (for a Third Party question on a form) cannot be viewed or resent by an administrator. The applicant must resend the email directly from their form if needed.
     
  • Email Attachments

    In order to attach a file to an email in you must first upload the desired file into the system. To do this, click on Email Attachments as located under Communications on the navigation bar at the top of the page. 

    Once in the Email Attachments page, click on Upload a File, to pick the file you’d like to upload to the system.

    When you click on choose file, your computer’s Documents Library page will pop up. Click on the desired file and then click on open. 

    Once you click open, your computer’s Documents Library page will close automatically, and you will see the document has filled the Name text field in the Email Attachments page. 

    Your file will now appear in the Email Attachments list. The attachment is now ready for use. 

  • Send Batch Emails Using Email Templates

    Batch emails can be sent from the Requests & Decisions page, the Users page, or from any of the workload pages on the dashboard.

    To send a batch email:

    1. Navigate to the page that includes the recipients you want to email.
    2. Select the boxes to the left of the users that you want to email, or you can use the shift button to select multiple users at once. batchemails_1.png
    3. Click Batch Options at the bottom of the page, then click Email Applicants.
    4. Click the Compose Email envelope icon for the template that you want to use, or click Send (No Template).
    5. Review the template and make changes as needed.
    6. Click Send.
      • 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 user (even if a user is associated with multiple requests in the batch) 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 they're associated with in the batch.
  • Previewing Emails

    You have the ability to preview an email, or batch of emails, before sending. This is especially useful if you are using email merge fields and would like to ensure they are pulling the intended information before sending the email.

    To preview an email, begin the process of sending the email either as a batch or as an individual email from a request, organization, workload page or anywhere that you do not have to type the email address in. Once on the “Send Email” page, make sure the “To” field is automatically populated with the correct email address(es) and then scroll to the bottom of the page and click the “Preview” button.

       

    A pop-up box will appear reflecting the email as the recipient will see it. If you are previewing a batch email there will be arrows on either side of the email that allow you to preview each individual email being sent in the batch.

    If you preview an email and notice an error, update the email and preview it again until the email appears the way it should. Once the email (or emails) are ready to be sent, click “Send Email” at the bottom of the page.

    Note: You may preview email templates from the Email Templates page for the purpose of reviewing the general formatting of the email. However, if you are using email merge fields in a template and you preview from the email templates page, merge fields will not populate with data and instead will show up blank. This is because emails generated from this page are not connected to users, organizations or requests in the system and therefore are not able to pull in any data.

  • System Emails

    Within the Email Templates page, there are some default (system) templates that go out automatically when specific actions are taken from within the system. These can be found under the System group on the Email Templates page. They include the email that goes out to an applicant when they initially create their account and when a user forgets their password and needs to reset it as well as when the contact information has been updated

    You can distinguish between a default template and the templates created by site administrators by looking at the template name. Default templates will have the name of the template followed by [DEFAULT].

    • Once a default template has been edited by a site administrator, the [DEFAULT] text in the template name will automatically be removed. If you would like to restore the original default template, simply click the red Yes to the very right of the template name.
  • Merge Fields in Email Templates

    You may add merge fields into email templates to customize each email. Merge fields populate specific information related to the recipient and request associated with the email being sent. This article contains more details on the available email merge fields. 

    Merge fields are available when you create a new template, edit an existing template, or send an email without using a template. While editing, the merge fields can be found on the right-hand side of your screen.Email_Merge_Fields.png

    • Merge fields appear under categories. Click a category to view the fields available to merge into the email. You may also click All to view all available merge fields.
    • There is not a way to add additional fields to this list. The merge fields included here are system-wide fields and not specific to each foundation, process, or form.
      • If an Event Type is already selected for the email template, some non-contextual merge fields will be grayed out and can't be added to that type of email. 
    • Merge fields appear in blue text. When you find the one you would like to add to your email, click the blue text (this will copy the merge field code) and then paste that into the email.
      • For merge fields containing a link, you can also click the Link icon to the right of the blue text to insert the link into the email.
    • Merge fields appear in double brackets once pasted into the email.

    For example, if you want to create a template that directly addresses the recipient, such as “Dear John Doe” you would type “Dear” and use the Recipient Full Name merge field after. This specific example would look like this: Dear {{Recipient.FullName}}

    Emails with merge fields must be sent from a location where the included merge fields can populate information. For example, if you include the "Amount Awarded" merge field, the email could be sent with specific requests selected on the All Open Approvals workload page. If you sent the email from the User Summary page for an applicant, however, the system wouldn't know which request to populate the "Amount Awarded" information from.

  • Building Email Templates

    The Email Template tool allows administrators to build email templates which can be manually sent or automatically sent in response to a specified event.

    Follow these steps to build a new email template:

    1. Click on the “Email Templates” link under Communications in the navigation menu.

    2. To build a new template click on the 'Add New Template' button. NOTE: To send an email "on-the-fly" click the 'Send (No Template)' Button.

    3. Fill out the following fields:

    • Template Name - The name administrators will choose in a list of templates.
    • From (Reply To) - This will be the email address applicants reply back to.
    • CC & BCC - This can be used to CC an administrator within your Foundation, or select the Copy Organization Primary Contact checkbox to CC the organization's primary contact.
    • Subject - Subject of the email.
    • Plain Text Body - The body of the email.

    4. Click on the Email Notification Events tab, to reveal the event type options:

    • None
    • Applicant Assigned: sent to Applicant when a form is assigned to them (i.e. when an LOI is approved).
    • Evaluation Assigned: sent to Evaluators when they are assigned a form.
    • Applicant Submission Verification: sent to Applicant after Applicant submits a form.
    • Administrator Site Activity: sent to each selected Administrator when a form is submitted.
    • Follow Up Reminder: sent to Applicant 14 days before the due date on their follow up (contact support@foundant.com to change the 14 days timeframe for all reminders).
    • Third Party Assigned: Sent to third parties when an applicant clicks the 'Send Email' button for a third party email.

     

    5. Select the appropriate event type, if applicable.

    6. Click Create Email Template.

    The template will now appear on your Email Templates page.

  • Description of Email Functionality

    The system has a number of tools to help administrators use email to communicate with applicants, award recipients and other users.  

    • Emails can be sent to any user in the system including past and pending applicants, award recipients and evaluators. GLM allows you to set up automatic emails, send a single email to everyone in a group that you select, and send individual emails as needed.  
    • Emails can be generated from several places in the system including contact records, the request summary page, and when viewing lists of requests or grants at any particular stage on the dashboard. Automatic emails can be assigned on a process-by-process basis.
    • Emails can draw from templates you create for commonly occurring situations or be composed for a particular situation.  Emails can be sent with attachments. We can also customize the "friendly name" that appears in emails sent by your organization.  
    • GLM records the emails sent and allows you to resend them if a contact did not see the email the first time. You can view a record of the emails sent to an organization, in the Organization Summary page by clicking ‘Organization Email History.’
    • You can view email history associated with a particular request, the requests applicant, or the applicant's organization in the Request Summary Page.

     

     Example Email History log as viewed by clicking on Contact Email History: