How to use Piping Variables in Manual Emails

Sarah Paterson -

When you send an email from the site you may wish to personalize the email to the user you are sending it to. This is possible by using Piping Variables. Depending on how you send an email from the site will depend on which variables you can pipe into the email. For example Piping Variables within Triggers may have slightly different variables and setup process.

In this Article...

How to Pipe Variables through Manage Users

When you send an email through Manage Users the piping variables that are available will be strictly User based and you will not be able to pull in any information specific to the submissions

In order to pipe variables into your email:

  1. Follow the instructions outlined in the following article on Emailing Users, in order to create the email.
  2. Within the email editor, above the email body, click on the Insert Button
  3. Click Basic Items
  4. Select the Variable you wish to add in order to insert it into the email

NOTE: You are also able to pipe in User Metadata into your emails, however they are not available within the Email Insert Tool. You can access these variables through the Piping Wizard of an Applicant Form.

You cannot pipe:

  • Form Responses
  • User Task Responses
  • Submission Metadata
  • Other Submission Information

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How to Pipe Variables through Manage Submissions

In some cases you may choose to manually send your applicants emails based on information within their submission. For example, a if you want to pipe in a specific response that the user gave.

In order to Pipe Variables into your email:

  1. Follow the instructions outlined in the following article on Managing Submissions in order to create the email.
  2. Within the email editor, above the email body, click on the Insert Button
  3. As opposed to Manage Users as described above, you will have a view more options within this section of the site.
  4. On top of the Basic Items you will also be able to pipe in form responses from your Applicant forms and User Tasks. 

NOTE: You are also able to pipe Submission Metadata into your emails, however they are not available within the Email Insert Tool. You can access these variables through the Piping Wizard of an Applicant Form.

You cannot pipe:

  • Reviewer Form Responses
  • Recommender Form Responses
  • User Metadata

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Available Piping Variables

The following variables are available under the Basic Items of both the Manage User and Manage Submissions sections. 

NOTE: Please note that Submission Title and Submission Reference ID are not functional within the Manage Users section of the site. 

Object Variable This will pipe...
User's First Name {{ first_name }} The first name of the user you are sending the email to. 
User's Last Name {{ last_name }} The last name of the user you are sending the email to.
User's Full Name {{ full_name }} The full name of the user you are sending the email to.
User's Email {{ email }} The email address of the user you are sending the email to
Submission Title {{ submission }}

The Submission Title of the submission you are sending the email through.

NOTE: This field is only functional when sending the email through Manage Submissions.

Submission Reference ID {{ reference_id }}

The unique Reference ID of the submission you are sending the email through.

NOTE: This field is only functional when sending the email through Manage Submissions.

Login URL {{ reviewroom_url }} When sent to the user the URL will be customized based on whether or not the User has a password setup on their account. If the user has a password setup the user will be prompted to enter their password. If they do not have a password on their account they will be asked to create a password. 
Entry URL {{ entry_url }} This variable can be used if you use Single Sign On within your site. As it will direct your users to the SSO Login. 

Login URL (English)

Entry URL (French)

{{ reviewroom_}}&l=en

{{ reviewroom_url }}&l=fr

These links will be available if you have multiple languages enabled on your site. The ending of the URL will vary based on the languages you have and it will direct users to that version of the site.

Similar to above the user will be provided different instructions depending on whether or not they have a password in the site. 

Entry URL (English)

Entry URL (French)

{{ entry_url }}&l=en

{{ entry_url }}&l=fr

These links will be available if you have multiple languages enabled on your site. The ending of the URL will vary based on the languages you have and it will direct users to that version of the site.

This variable can be used if you use Single Sign On within your site. As it will direct your users to the SSO Login. 

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