Set Up Program Emails

Configure program emails to deliver clear, consistent communication to applicants and grant managers. Customize templates, activate only the messages you need, and control which emails the system sends automatically. This helps you align each program’s communications with its goals and reduce unnecessary or incorrect messaging.

Open Program Email Settings

  1. Open Program Setup, then Grant Programs.

  2. Create a new program, or open an existing program.

  3. Select Communications.

  4. In the Emails table, review and update the program’s email settings.

View Available Email Copies

Use email copies to support different scenarios within a program.

Locate an email type. Select the arrow to expand and view all available copies.

Create a Copy of an Email Template

Create a program specific version of a template to tailor messaging.

  1. Locate an email type, select the ellipsis, then Copy.

  2. Configure the copy using the steps in Customize Emails.

Note: Some system emails cannot be customized. Administrative emails, such as password reset or account verification emails, are system generated and cannot be modified. Emails disabled at the client level are also unavailable for customization.

Update an Email Copy

Edit active email copies to refine messaging for your program.

  1. Locate an email copy, select the ellipsis, then Activate for program.

  2. Select the ellipsis, then Edit copy.

  3. Update the email using the steps in Customize Emails.

Tip: Only active emails are available to edit.

Preview an Email

Review content before you activate or update an email.

Locate an email template or copy. Select the ellipsis, then Preview template or Preview copy.

Deactivate Emails

Disable emails that are not relevant to prevent them from sending.

Locate an email. Select the ellipsis, then Deactivate for program.

  • Deactivating an email type also deactivates its copies.

  • Deactivating an email in one program does not affect other programs.

  • System required or default emails cannot be deactivated.

Tip: To restore an email, select Activate.

Activate Emails

Enable emails that you want the program to send.

Locate an email template or copy. Select the ellipsis, then Activate for program.

Note: Some email types allow only one active version. When you activate a new version, the system automatically deactivates the previous one.

Set a Default Email

Control which email the system sends automatically for each email type.

  1. Locate an email template or copy.

  2. Select the ellipsis, then Activate for program.

  3. Select the ellipsis, then Set as default.

Tip: The default email sends when the system triggers an automated message, such as an applicant invitation.

Note: Only one default email is allowed per email type. When you set a new default, the previous default is removed.

Translate an Email

Provide localized content for program communications.

  1. Locate an email template or copy.

  2. Select the ellipsis, then Activate for program.

  3. Select the ellipsis, then Translate.

  4. Add translations using the steps in Translate Customized Emails.

  5. Select Save, Save as draft, or Save and publish.

Tip: Only active emails are available to translate.