Set up communication templates

Merge fields are small bits of code used to personalize messages. When your system delivers these communications, it replaces merge fields with personal information (e.g., {{ admin.name }} might become Alejandra Villanueva).

System Administrators can access a variety of message templates in Site, Communications, 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 when a user downloads a grid report.

• Application Updates: Sent automatically based on changes to relevant applications.

To learn more about communication templates, explore each template in your system.

All communication templates contain default merge fields. Remove or adjust most fields as needed.

However, do not remove merge fields containing the words link or url. These fields typically provide an important link—such as a invitation link or report link—so removing them could remove vital information.

To add a new merge field in a communication template:

1. Move your cursor to where you want to include the merge field.

2. Under Available Merge Fields, select a merge field.

3. Select Update Message Template.

Note: If a merge field is not listed in a template, it cannot be used in that communication.

Use Delivery Timing to control when your message will reach its recipients.

1. In Deliver When, choose one of the following options:

• Immediately: As soon as the message is triggered, it is delivered to recipients

• Upon Approval: Once the message is triggered, it is added to the User Messages queue (accessed through Site, Communications, User Messages). For more information about managing these messages, see View and send queued messages.

• Never: No messages are added to the User Messages queue or delivered

2. Select Update Message Template.

For more information on how messages are triggered, see Manage communications.

Available on some communications, the Delivery Offset lets you trigger a message a certain number of days before an event(such as the closing of an Apply-to opportunity).

If you're sending a daily email, it'll be triggered at 3 AM CST on the specified day.

For example, you might select 1 as the Delivery Offset for the Drafted Apply-To Applications Closing Soon email. If an applicant has a drafted application for an apply-to opportunity closing on July 1st, your applicant will receive an email on June 30th at 3 AM CST.

Tip: Be careful when changing the Delivery Offset. In some circumstances, you may trigger multiple emails.

For email communications, administrators can Cc one additional individual and Bcc one additional individual.

1. In Cc Address and/or Bcc Address, enter or select an email address.

2. Select Update Message Template.

Note: Only one email address can be listed in each field: Cc Address and Bcc Address. Any additional email addresses will not receive messages.

As an administrator, you can send yourself a sample example of any system-generated email.

1. Select Site, Communications, Message Templates. 

2. Select any tab.

3. Locate your desired email template in the list and select Send Example.

Note: You cannot send examples of one-off emails.