Sending Emails using Triggers

Sarah Paterson -

The purpose of this documentation is to provide a more in-depth look at how to send Emails from the site using triggers. You will first need to create a new trigger and set up the Activation and Conditions for the trigger based on your needs of the trigger. Under the Action section you can then select to Send an Email to, this action sends an email to whomever is in the recipient’s box of the email.

Recipients

Within the recipients box you have many options of who you would like the email to be sent to. The first option is to simply enter the email address in the text box (ie. you@example.com). This means that every time the trigger fires the email will always be sent to the same email address(es).

However, most often you will need to send the email to different recipients based on the need of the trigger. The different recipient piping variables you can select are as follows:

Categories

Here you can select to send the email to the entire submission category.

Groups

Under this recipient option you can select to send the email to an entire group within the site. The only group(s) not available here are recommender groups. Within reviewer groups you have the option of sending the email to the entire group or only to those assigned to the submission within this group (“Assignments” will appear in brackets beside the group name).

Forms with Email Validation

If a question in one of your forms contains validation for Email you can choose to send the email to the address provided within the question. The form title will only appear in the recipients dropdown if email validation is enabled within the form.

Submission

Owner: Here you can select to only send the email to the owner of the submission. This is the most commonly used recipient variable for applicants.

All Members: This is used if you can co-applicants enabled within your site and wish to send the email to all members of the submission, as opposed to only the owner.

Members of the Submission (excluding owner): This is used if you can co-applicants enabled within your site and wish to send the email to all members of the submission, however this will exclude the owner of the submission from the recipient list.

Reviewers Assigned: This can be selected if you wish to send an email to all reviewers assigned to the submission that activated the trigger. This is not group specific therefore if reviewers from multiple groups are assigned to this submission they will all receive this email.

The current reviewer being assigned: This can be selected if you wish to send the email to a single reviewer being assigned to the submission. 

Recommenders for this submission: This can be selected if you wish to send the email to all recommenders invited to recommend this submission.

 

Teams

With this recipient variable you can select to send the email to all reviewers within a designated reviewer team.

 

Users

The person that activated this trigger: This will send the email to whoever activated the trigger, for example if the activation is set to be Submission has been promoted to a new stage, if the applicant was to activate this trigger by completing their task to send the submission to the new stage, the email would be sent to them. However, as an admin, if you were to manually move the submission to another stage, the email would be sent to you instead as you were the person that activated the trigger.

Admins who have added this user to this site: This will send an email to an admin and is mostly used in conjunction with the activation Admin has added a user.

 

Subject

This is the space where you can enter the subject line of the email.

 

Email body

Here you can customize the email as you see fit. By using the Insert button you can also input piping variables in order to customize the email based on who the email is being sent to. For more information please see the documentation on Piping Variables in Emails. You can also send a test email by clicking the button Send Test Email and selecting an address to send it to. As a note, if you have piping variables in the email, the information will not be piped in when the email is sent, this is simply a feature to test proper delivery and formatting of the email.

 

Attachments

Here is where you can add files to your emails that you would like sent out to users.

 

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