Set Up Program Emails

System emails are automatically assigned to a program once it is created. These emails can be tailored for each individual program, allowing organizations to better customize how a program's mission and guidelines are communicated with Applicants and Grant Managers alike. This includes creating customized copies of email templates and assigning them to the program as well as deactivating any unrelated emails to ensure they are not sent.

  1. Navigate to the Program Setup > Grant Programs area.

  2. Either create a new program or edit an existing one.

  3. Select the Communications tab on the Program Detail page.

  4. Within the Emails table, update any preferences for the program's communications and take any actions as needed.

    Warning: Note that the following actions may not be available for all email types listed.

    An arrow will appear next to any email types that have customized copies in addition to the template. Select the arrow to expand the item and view all copies associated with it.

    Email copies can be created for templates to be used specifically for a program or scenario.

    1. Select the ellipsis icon next to the item and then Copy.

    2. Configure the copy using the steps outlined in the System Emails > Customize Emails resource.

    Warning: It is important to note that not all system emails can be customized. Administrative emails like those for GC- 2 Password Reset or GC-75 Verify Your Account are generated by the system and therefore cannot be modified. Additionally, any system emails that have been deactivated or disabled at the client level cannot be customized.

    Tip: Only those emails active for a program can be edited from the Program Detail area.

    1. Select the ellipsis icon next to the item and then Activate for program.

    2. Select the ellipsis icon next to the item and then Edit copy.

    3. Update the copy using the steps outlined in the System Emails > Customize Emails resource.

    1. Select the ellipsis icon next to the item and then Preview template or Preview copy.

    Any emails that are not relevant to a program can be deactivated with the exception of emails that are automatically sent by the system and emails that are set as the Default. This includes both templates and copies.

    1. Select the ellipsis icon next to the item and then Deactivate for program.

    Warning: Deactivating the overall system email type for a program will also deactivate its copies. Likewise, deactivating an email for a program does not impact its behavior in other programs.

    Note: The GC-58 Invitation to apply to {{PROGRAM_NAME}} system email if the program is Invitation Only.

    Any emails that are relevant to a program and not yet active can be activated. This applies to email copies in particular as these are not typically active in a program by default.

    1. Select the ellipsis icon next to the item and then Activate for program.

    Note: Some system email types only allow one version of the email to be active at a time. If this is the case, the system will be prompt to confirm the action before the email is activated for the program. The email that was active previously will automatically deactivated for the program.

    The email template is typically assigned as the Default email for each email type when setting up a program. The Default email can be changed to an email copy where allowed.

    1. Select the ellipsis icon next to the item and then Activate for program.

    2. Select the ellipsis icon next to the item and then Set as default.

    Tip: The Default email is used when the system automatically sends an email. An example of this is when inviting an Applicant to apply to a program. Learn more.

    Note: Only one Default email is allowed at a time. Because of this, the previous email will be automatically removed as Default when assigning this value to another email.

    Tip: Only those emails active for a program can be updated from the Program Detail area.

    1. Select the ellipsis icon next to the item and then Activate for program.

    2. Select the ellipsis icon next to the item and then Translate.

    3. Update the translations using the steps outlined in the Translate Customized Emails resource.

  5. Save all changes (e.g., Save, Save as draft, Save and publish).