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Edit a Pre-Set Email Notification

Edit a Pre-Set Email Notification

Pre-Set Email Notifications are preconfigured notifications that are available to all Eproval customers. These notifications will be sent to recipients based on actions that occur during the application and review process. For example, an email would get sent to selected recipients when a comment is added or a status is changed.

The list of available Pre-Set Email Notifications includes:

  • Application Comment Posted

  • Application Ready to Review

  • Application Status Change

  • Application Submitted Confirmation Sent to Administrator

  • Application Submitted Confirmation set to Applicant

  • Approved Application sent to Applicant

  • Approved Application sent to Reviewers

  • Change Administrator for an Application

  • Conditionally Approved Application sent to Applicant

  • Conditionally Approved Application sent to Reviewers

  • Event Closeout

  • Internal Note Posted

  • Invoice

  • New Application Created

  • Payment Notice

  • Payment Receipt

  • Post-Event Survey

  • Step Amended by Applicant

  • Workflow Step Comment Posted

  • Workflow Step Status Change 

To see descriptions of each pre-set notification, open the notification as described in the section below.

Steps

  1. Go to Tools > Configuration.

  2. Scheduled Email Notifications are specific to each Application Type. Depending on your setup, you may have more than one Application Type. Locate the Application Type to which you want to add or edit the notification and click Notifications.

    Image showing the Special Event Permit type configuration options with Notifications highlighted

  3. Scroll down to the Preset Notifications section.

  4. To Edit an existing Notification, locate the notification in the list and click the Name and edit the information as described below.

  5. Notification Name: Give the notification a descriptive name.

  6. Template: Choose from the available templates. This will determine the design your email uses when it gets sent out.

  7. Sender Name: This is optional and is the name that will display as the sender for the recipient.

  8. Sender Email: This often a no-reply email address. However, any emails that can't be delivered will get sent back to this account.

  9. Recipients: These are the users this notification will be sent to. The Recipients can't be changed for Pre-Set Notifications.

  10. Email Subject: The subject line you want to appear in the email. You can use Dynamic Parameters in your subject line, which are tags that let you merge in data such as the recipient's name, the application's name and dates, and links to the application form. See the Dynamic Parameters article for a more detailed explanation and a description of the parameters you can use.

    Note: For both the Email Subject and Email Body, you must use the Dynamic Parameters noted in the Dynamic Parameters section. Each Notification has a different set of parameters that must be used. Because of this, we recommend adjusting just the text and leaving the dynamic parameters as they are.

  11. Email Body: The main text of the email notification you want to send. You can also use Dynamic Parameters here, but see the note above.

  12. Dynamic Parameters: A list of the Dynamic Parameters that MUST be used in the Pre-Set Notification. As noted, these are tags that let you merge in data such as the recipient's name, the application's name and dates, and links to the application form. See the Dynamic Parameters article for a more detailed explanation and a description of the parameters you can use.

  13. Enabled: This is always set to Yes and cannot be changed, meaning the the Pre-Set Notification is always enabled.

  14. Once you have finished updating your Pre-Set Notification, click Save Email Notification to save your changes.

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