01. Accessing The Notification Center

  •  After logging into the system from the Home Page select the Notification Center icon.
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  • This will direct you to the Templates.
  • The email templates are created for each individual application, therefore, you will need to choose the appropriate application that you want to edit/create the template for.

Note: Under Evaluations is an additional Notification Center. The Notification Center in that section is just related to the specific application you are working with. Both Notification Centers are the same in functionality. The Notification Center we are currently discussing will list your Global Templates and All Active Applications.

  • Before selecting an application from the dropdown menu you will see the following Global Templates. These templates are not application specific; they are used on all of your applications.

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The following are your Global Templates:
a. Password: New Account confirmation – same message is sent to all users in the system
i. When applicant creates their own account prior to login
ii. When Admin creates an account for a user in the Users Setup section
b. Password: Admin Changed password – message to all users
c. Password: Forgot Password – message to all users
d. Password: Password change confirmation – User has changed their own password – message to all users
The above templates are key items that need to be edited prior to going live with your system!
  • Select an application from the dropdown menu. Applications must be published in the Fund Setup in order to appear in the dropdown lis241
  • Once you have selected an application the current templates that are available for the specified application will appear:

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They include the following, before going live please edit appropriately to your process:

a. Application: Additional information Request – sent to applicant when requested by the Administrator to complete a section after submittal.

b. Application:–Applicant Accept Award sent to the contact assigned to the application. This email will be sent when the applicant accepts their award.

c. Application: Applicant Decline Award – sent to the contact assigned to the application. This email will be sent when the applicant declines the award.

d. Application: Deleted – sent to the contact assigned to the application. This email will be sent when the applicant deletes their entire application.

e. Application: Request completed – Email to Applicant once recommended individual has completed the request section.

f. Application: Request Declined – Email to Applicant notifying them that the individual they recommended to complete a request section has denied the request.

g. Application: Request from Applicant (Default email) for Request Sections – Email to Recommended individual requesting to fill out a section on behalf of the applicant.

h. Application: Submit Confirmation – submit confirmation email sent to applicant once they submit their application.

i. Application: Withdrawn – sent to the contact assigned to the application. This email will be sent when the applicant has withdrawn their entire application.

j. Committee: Applications are ready for review – sent to the reviewers when using the notify button in the Assignment section.

Click on the Template that you want to edit. The Email’s Create Template screen will appear. Make any appropriate changes to the email template.

Note: that with System email you can only update the Template Description, Email Subject and Content, you will not be able to delete System emails.

  • Update: Click on the Update Button to save your changes.
  • Preview: Allows you to see a layout preview of what the email will look like when sent.
  • Cancel: Click the Cancel to cancel any changes you have made.
  • Design Mode: The html editor works exactly the same way as Microsoft Word works. Type the information into the body of the editor as you would be typing and formatting it in a Microsoft Word document. You can also copy and paste the formatted text from other documents.
  • HTML Text: You can create email templates using html tags by clicking on the HTML Text tab present beside the Design Mode
Exercise 1:

Step 1: Go back to the Global Templates, Click on Select from the menu. Click on the template called: Password: New Account Confirmation.

Step 2: Read the content of the email. With most of the templates you will get indication by the content the purpose of the email. For example this template is very basic information.

Template Description can be edited. Only the administrators see this.

Email Subject Line: Should be edited. Best Practice is to place the name of your Organization in the Subject Line:

Step 2: Change subject line to: (Organization Name) – Your account has been successfully created in our Award/Competition Database.

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Step 3: Edit the content of the template. For example you could use this:

Dear {FirstName} {LastName}, An account has been created in your behalf for the University’s Grant Database.

As a security precaution, we must confirm that you created this account for this email address or authorized the Administrator to create an account for you. Below is your log in information:

Login: {EmailID}
User Password: {Password}

Please log in at: https://yoursiteadress.communityforce.com

If you are receiving a temporary password you may change your password to a new personal password after logging in to your account by clicking, Change Password, on your dashboard.

This is an automatic email notification; please do not reply to this email.

If you did not create or authorize this account, please notify the Administrator immediately.

Thank you for your interest,

{Signature}

To the left of the editor’s box are Available Merge Fields that you can copy and paste into your email. Simply highlight, right click, copy and paste into the body of your email.

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Step 4: Go ahead and edit the email template. When you have completed the edits, click on the Update button located below the editor’s box.

Regarding email templates, best practice is to come together as a group to discuss your email messages, decide on your branding strategy and edit your templates accordingly by starting with the Global Templates. Maintain a procedure for how emails will be handled in your organization for applications that are created in the future.

Step 5: After you have updated your Template the system will return you to the list of Global Templates.