Email templates let you control the automated messages sent to grant applicants and stakeholders. By managing these templates directly, you can customize content, add translations, and ensure communications stay aligned with your program's tone and workflows without needing implementation support.
Permissions
To manage email templates, users need the relevant permissions in the Email Manager section of their profile set to Can.
At minimum, users must have User can browse a list of emails set to Can, in order to view templates. Other actions require additional permissions:
- To edit templates, you must have User can edit an email template set to Can
Accessing the email manager
To access the email manager, select Tools > Email Manager from the top navigation menu. This opens the list of email templates your organization has configured. From here, you can create new templates or manage existing ones using the Actions dropdown.
Creating a new email template
- Select Add New Email at the top of the email manager.
- In the Email Settings tab:
- Choose a unique email type (one that is not already used).
- Select the supported language(s) for the template.
- Enter the body content for the email in the Edit Message tab.
- Use the Edit Details tab to add a subject line, CC/BCC recipients, and reply-to address.
- Select Create. The template saves in Draft status.
If validation errors appear, they must be resolved before saving. For example, message body content must meet the minimum character count.
Editing an existing email template
To make edits to an existing email template:
- Select Actions > Edit next to the template you want to update on the email list page.
- Make updates in the available tabs:
- Email Settings (only editable if the template is in Draft)
- Edit Message
- Edit Details
- Schedule Email
Select Save as Draft to save changes without publishing.
Note: Draft templates are not active and will not trigger in workflows until published.
If edits are saved but not published, the status displays as Published (Pending Changes).
Publishing a template
To publish a template:
- Select Publish Edits from the edit page.
- Confirm the changes when prompted. The template’s status changes to Published, making it active.
Adding a new language to a template
To add a new language to a template:
- Select Actions > Edit next to the template.
- Select the new language in the Supported Languages dropdown within the Email Settings tab.
- Go to the Edit Message and Edit Details tabs to add translated content.
- Save or publish your changes.
Sending a test email
To preview the template before publishing:
- Open the template and select Send Test Email.
- Choose the language version to preview.
- Select Send to send the test to the email address linked to your user profile.
Viewing the audit log
To view the audit log:
- Select Actions > Audit Log next to the template.
View the list of changes made, including the user and timestamp for each action.
Note: This is only available for published templates.