This article describes the default behaviour of a highly configurable system. Your granting program may appear or behave differently depending on user permissions and custom configurations. If you do not appear to have access to everything you need, use the Help > Request Help link to request additional permissions.
You can edit and create email templates directly to quickly update messaging, preview changes, and publish updates without needing support from Benevity.
Accessing email templates
To locate email templates:
- Select Configuration from the top navigation bar.
- Select Manage Emails. This option opens a list view of your available templates.
Editing an email template
To view and edit an existing email template:
- Select the name of the email template you want to edit from the list view.
- Select Edit Email from the right panel in the detail view.
- Update the necessary fields.
- Choose one of the following:
- Save Changes: Saves a draft version. A badge labeled Update in Progress appears in the detail view. You will also see Publish and Reset Changes options.
- Publish: Publishes the update immediately. Select Continue when prompted to confirm. The Update in Progress badge will be replaced with a Published badge.
- Select Continue at the confirmation prompt.
Discarding changes in progress
If you have saved a draft but no longer want to keep those changes:
- Select Reset Changes in the right panel from the Detail View.
- Select Continue at the confirmation prompt.
Restoring a previously published version
Each time you publish a new version, a backup of the last published version is saved. To restore a previous version:
- Select Restore previous published version from the right panel of the detail view.
- Select Continue at the confirmation prompt.
- The previously published version will be restored.
Previewing an email template
To preview a template, the email must have configuration settings that map it to mailboxes and proposal templates.
To preview an email:
- Select the Preview action from the right panel of the detail view.
- Use the dropdown menu to select a proposal. You can also search by Proposal ID or Proposal Name.
Note: If the template has unsaved changes, the preview displays both the draft and the current published version side by side.
If no settings are configured, a message appears letting you know the preview is unavailable.
Editing email template fields
You can edit the following fields:
-
Types (Required): Categorizes the purpose of the email (for example, submissions, payments).
Note: Registration and technical support email types are not available at this time.
- Name (Required): A descriptive name for the email template used for easy identification.
-
Unique ID (Required): A system-generated identifier.
Avoid editing this field after creation, as it can affect other parts of the system. -
Subject (Required): The subject line that appears in the recipient’s inbox.
- Supports smart expressions like {{RecipientName}}.
-
To (Required): Primary recipient(s) of the email.
- Supports smart expressions.
- CC / BCC: Optional fields to copy recipients.
- Supports smart expressions, including those that target groups of recipients.
-
Reply To: Email address for responses.
- Supports smart expressions, which allow this field to update dynamically based on the email context—for example, replying to the user who submitted a request.
-
From: The sender address.
The email address defaults to <noreply@system.versaic.com> and cannot be changed, but the display name (for example, "Versaic Mail") is editable. - Language: Language of the template. Defaults to “Any.”
-
Library: Organizes templates into groups for easier management.
Templates are usually linked to the Main Library by default. If you want to make changes to how your libraries are organized, use Help > Request Help to submit a request. -
Body (Required): The main content of the email.
- Supports HTML formatting, images, and smart expressions.
Adding a smart expression
Smart expressions personalize your emails by automatically inserting context-specific values (for example, submitter name or proposal ID).
To insert a smart expression:
- Select the configuration icon next to a supported field.
- In the Custom Expression Selector popup:
- Browse the tree hierarchy or use the search bar to find your expression.
- Once selected, choose Copy Expression for Selected Item to copy it to your clipboard.
- Paste the expression into the relevant field. Format: {{ExpressionName}}.
- Paste the copied expression into the desired field in the email template.
If the browser prompts for clipboard access, ensure to allow it to use the copy functionality.