The system offers two kinds of communications to stay in touch with your users:

  • Emails - These are traditional emails sent to the primary email address listed in a user's account.
  • Banners - These are in-system messages (formerly referred to as "flash" messages) that appear at the top of each page in the user portal. They will persist while the user interacts in the system until dismissed by clicking on a link or on the Dismiss button.

System Administrators may access the variety of message templates for their system by navigating to Site > Communications > Message Templates. 

Screenshot of navigation to Message Templates

Message templates are grouped according to intended recipients and frequency, including:

  • Digests - Sent automatically each night or each week at 3 AM (CST); contains a consolidated digest of any relevant changes
  • Grid Reports - Sent automatically if a user triggers a grid report download
  • Application Updates - Sent automatically based on relevant changes to applications

Available system communication templates are grouped as follows:


Administrator Communications

Beginning Opportunities (digest)

This email is triggered whenever there is at least one opportunity owned by the user with a Start Date that has arrived, and it alerts the user that the opportunity has begun seeking applicants. As a digest, notification of all beginning opportunities is consolidated into a single email. It will be sent to all Administrators in the same scope as the opportunity. 

Ending Opportunities (digest)

This email is triggered whenever there is at least one opportunity owned by the user with an End Date that has arrived, and it alerts the user that the opportunity has closed to new applications or applicant-provided updates. As a digest, notification of all ending opportunities is consolidated into a single email. It will be sent to all Administrators in the same scope as opportunity. 

Applications Report (grid report)

When generating an Excel report from an Applications grid, these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

Encumbered Funds Report (grid report)

When generating an Excel report from the Encumbered Funds grid (found under the Portfolios menu), these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

Fund Disbursements Report (grid report)

When generating an Excel report from the Fund Disbursements grid (found under the Portfolios menu), these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

Opportunities Report (grid report)

When generating an Excel report from the Opportunities grid (found under the Portfolios menu and accessible only to System Administrators), these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

Post-Acceptance Applications Report (grid report)

When generating an Excel report from a Post-Acceptance Applications grid, these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

Renewal Applications Report (grid report)

(Renewal Management Module Only) When generating an Excel report from a portfolio's Renewal Applications grid, these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

User Report (grid report)

When generating an Excel report from the All Users grid, these email and banner communications inform the requesting user that the report is available to download. Each includes a direct link to access the Excel file.

Offer Accepted (application updates)

This email is triggered whenever an application moves to the Accepted category. It will be sent to all Administrators in the same scope as the application's opportunity. 

Offer Declined (application updates)

This email is triggered whenever an application moves to the Declined category. It will be sent to all Administrators in the same scope as the application's opportunity. 

Post-Acceptance Submitted (application updates)

This email is triggered whenever a post-acceptance application moves to the Submitted category. It will be sent to all Administrators in the same scope as the post-acceptance application's opportunity.

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Applicant Communications

Drafted Apply-To Applications Closing Soon (digest)

This email triggers nightly at 3 AM (CST) to applicants who have at least one Apply-to application at the Drafted category and the Apply-to opportunity's End Date is approaching. System Administrators may customize how many days prior to the End Date this email should be triggered. As a digest, notification of all Drafted applications is consolidated into a single email.

New Apply-To Opportunities Available (digest)

After June 27, 2015: This email is triggered to any applicant with a current Drafted or Submitted General Application to notify the applicant of all new recommended opportunities that have met their Start Date in the past week. This email is generated every Friday at 3 AM (CST).

(Before June 27, 2015: This email triggered weekly (on Thursday mornings at 3 AM CST) to all applicants with a current General Application. It contained a listing of all opportunities with a Start Date set within the previous 7 days. As a digest, notification of all new Apply-to opportunities was consolidated into a single email.)

Application Submitted (application updates)

This email triggers any time a user has an application that moves to the Submitted category. This includes submission of General Applications, Conditional Applications, Post-Acceptance applications, Apply-to applications, or Renewal applications (Renewal Management Module only). 

Award Offer Notification (application updates)

These email and banner communications trigger any time an applicant's Automatically Matching or Apply-to application moves to the Offered category. It notifies the applicant they have received an award offer and includes a link to view the Offer Details message in their portal.

Award Offer Reminder (application updates)

After the delivery of the Award Offer Notification, as long as the application's category is still Offered (meaning, the applicant has not already Accepted or Declined the offer), this email will be automatically triggered to remind the applicant to take action on the award offer. Administrators may use the Delivery Offset to specify how many days after the delivery of the original award offer notification this reminder should be sent.

Disbursement Awarded (application updates)

This email triggers any time receives a disbursement of funds. This occurs if a Post-Acceptance application or a Renewal application (Renewal Management Module Only) is moved to the Awarded category. 

General Application Archived (application updates)

This email is triggered by Customer Support when a system undergoes Cycle Management. It is sent to any applicant whose General Application from the previous cycle is archived and informs recipients that a new General Application must be submitted for the new application cycle.

General or Conditional Applications Reverted to Drafted (application updates)

This email triggers any time a Submitted General Application or Submitted Conditional Application moves to the Drafted category. 

Post-Acceptance Request (application updates)

These email and banner communications trigger any time an applicant's Post-Acceptance application moves to the Requested category. This is typically due to an applicant accepting an award offer; it notifies the applicant that they have a Post-Acceptance application to complete.

Reference Request Reminder (Applicant Notification) (application updates)

This email informs applicants that a reference request remains incomplete and encourages them to follow up with their reference provider. It is triggered automatically a set number of days after the request is initially made System Administrators may determine the exact number of days between a request and the triggering of this email.

Reference Submitted (Applicant Notification) (application updates)

This email informs applicants that a reference request has been successfully completed. It is triggered when a reference provider submits all required questions on a reference questionnaire.

Renewal Application Request (application updates)

(Renewal Management module only) This email is triggered any time an administrator moves a renewal application to the Requested category. The email informs the applicant that they must complete additional questions in order to submit their application for the renewal of an award. 

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Donor Communications (Stewardship module only)

Donor Report

This email to donors includes the Donor Report as a PDF attachment.  It is triggered when an administrator in the Stewardship module has generated a report and selects "Email Most Recent Report" to donor contacts.

Contact Update Notifications

This email is triggered when an administrator in the Stewardship module selects "Send Notifications" to donor contacts.  The donor is notified to login to their portal to view new activity in their funds.

Contact Invitation Instructions

This email is triggered when an administrator in the Stewardship module selects to "Invite" new donor contacts (this email is not triggered upon the creation of a donor contact, whether done manually or by import).  This email contains a confirmation link that, when clicked, will prompt the user to designate a password before proceeding into their portal.

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Reviewer Communications

Reviewer Assignment Notification (digest)

This email is is triggered nightly at 3 AM (CST) whenever (a) a Reviewer has been assigned applications to review and the Begin Review Period date for the applications has arrived and/or (b) new applications (not necessarily more; specifically, new applications) have been assigned to the Reviewer since the last time he or she signed into the system. It informs the Reviewer that there is new work to be performed. 

If the individual does not already have a user account, the email will contain a confirmation link to confirm and create an account, and they will first be prompted to designate a password before proceeding into the system. If the user already has a confirmed account under this email address, the link will guide the user to their portal to complete the request. 

Reviewer Reminder Notification (digest)

This email informs Reviewers that one or more reviewing assignments are not yet Submitted and the End Review Period date is approaching. System Administrators may determine the exact number of days prior to the End Review Period date when this email should be triggered. As a digest, notification of all incomplete reviews is consolidated into a single email that is triggered at 3 AM (CST) the set number of days prior to the deadline.

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Reference Communications

Reference Request (application updates)

When an applicant enters the Name and Email Address on a Confidential Reference Request question (the applicant needs to Save or Submit their application), the Reference Request email will be sent to the email listed by the applicant. If the individual does not already have a user account, the email will contain a confirmation link to confirm and create an account, and they will first be prompted to designate a password before proceeding into the system. If the user already has a confirmed account under this email address, the link will guide the user to their portal to complete the request. 

Reference Request Reminder (Reference Notification) (application updates)

This email informs References that one or more reference requests are not yet Submitted. It is triggered any time a reference remains unstarted or drafted a set number of days following an applicant's request. System Administrators may determine the exact number of days after an applicant submits a reference request that the reminder email should be sent.

Reference Submitted (Reference Notification) (application updates)

This email informs References that a reference request has been successfully completed. It is triggered when a reference provider submits all required questions on a reference questionnaire.

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Account Maintenance Communications

Confirmation Instructions

If your system uses Local or Whitelist authentication (which includes all community and private foundations) where applicants must first "sign up" for an account to begin applying for opportunities, this email is sent following completion of the Sign Up page.

It includes a confirmation link that must be clicked in order to complete the creation of the new account. When clicked, the user will confirm their new account and then will proceed to the Applicant portal. (Remember: reviewers and references never need to sign up for accounts. They will always be invited into your system.)

Invitation Instructions

The Invitation Instructions email is sent to new users for whom an account has been created on their behalf using the "Create New User" page.  It contains a confirmation link that, when clicked, will prompt the user to designate a password before proceeding into their portal. This includes Applicants and Administrators. 

Reset Password Instructions

If a user who accesses the system with their email address forgets their password, they may click on the "Trouble Signing in?" link on the Sign in page and request to recover their password. When doing so, the Reset Password Instructions email will be sent with a link to reset the user's password. Please note: This link expires 6 hours after the time it is requested.