In this article we will discuss the available system generated emails in your OpenWater platform, how the function, and any specifics that you may need to be aware of when utilizing them. All items in parentheses indicate a variable stored in the default templates that can be altered to suit your specific program needs.

System generated emails can be managed instance-wide in System Settings > System Emails or by program in Program Settings > General Information.

Grouped by who the email is sent to:

Administrator Emails:

All Judge Assignments Completed - This template once configured will send an email to all admins anytime a judge has completed all of their judging assignments in (Round Overview URL).

Judge Recusal - This email sends a message to administrators anytime that a judge recuse themselves from judging a submission. The default template provides the (JudgeFirstName)(JudgeLastame), the (Application Name) they recused themselves from, and (Judge Recusal Reason).

Backend User Registration - This email is sent to a user that has been added by an administrator as a backend user also known as program admin. The default template provides an introduction, states what awards program the user has been registered to, and provides the user with a login link, username, and their password.

New Submission Need Approval - This email is sent to all administrators when a new entry has been submitted, but is pending approval. The default template requests for the admin user to please review the submission through the (Submission Setup URL) and approve or disapprove it.

Submission has been Updated by Applicant - This email is sent to all administrators when a submission has been updated by a submitter. The default template notifies the administrator that (Application Name) has been updated by the applicant to click here (Admin URL To Submission) to view the entry.

User Emails:

Applicant Registration - This email is to a user whenever they register on the platform for the first time. The default template thanks the applicant for registering for the award at (Organization Name) provides their (Submitter Email) and provides a (Forgot Password URL).

Application has been Scored by Judge - This email is an automatic notification to applicants/submitters. The default template provides a greeting using (Submitter First Name) and notifies them that they have received feedback on (Application Name) and provides a (List of Judge Scores).

Email to Send to Collaborators - This email is sent to a user when they are added as a collaborator on a submission. The default template informs the user who has added them by first and last name. What the program name is, and a login or activation directions.

Invoice Created - This email notifies a user via email once an invoice has been generated. The default template includes first and last name, a link to access a printable copy of the invoice, invoice line items, and payment information.

Password Changed - This email notifies a user when they have changed their password. The default template includes a greeting (First Name) then informs the user that their password has been changed for (Organization Name)’s Awards System.

Password Reset - This email is generated when a user’s password is changed by a backend or administrator user. The default template provides a greeting (First Name) and informs the user that their password has been reset from (Organization Name)’s awards system. Provides their new password(Password).

Password Reset Link - This email notifies the user that a password reset has been requested. The default template provides a greeting (First Name) and informs the user that a request has been made from (Organization Name) to have their password reset. To continue with resetting password please click the following link(Reset Password URL).

Submission has been Marked as Disapproved by Admin - This email notifies the user that their submission has been marked as disapproved by an administrator. The default template provides a greeting (Submitter First Name) then notifies the user that their submission did not meet eligibility criteria for (Solicitation Name). Then provides the (Submission Disapproval Reason)

Submission has been Moved from Pending Approval to Complete by Admin-

This email notifies the user that their submission has been marked as complete. The default template does not utilize any variables, and notifies the user that their submission met eligibility criteria and is now being considered for review.

Update Submission Link - This email notifies the user that their submission has been reopened by the administrator to be allowed to enter additional information. The default template informs the user to use the link to update information for their application (Application Name) (Update Submission URL).

Judge Emails:

Judge Activation - This email is sent to judges after they have been approved to judge a program or have been added as a judge on a program. The default template informs the judge that they have been approved to judge on (Program Name), provides (Judge Login Or Activation Instructions)

Judge Has New Assignments - This email will notify a judge when a new submission has been assigned by an administrator. The default template informs the judge that they have been assigned more submissions for (Solicitation Name) and provides (Judge Login Or Activation Instructions).

Side note: This email is only triggered if the judge does not have any pending submissions under the existing program. If the judge has pending judging assignments at the time additional assignments are added, and you wish for them to be notified, please use the instructions found in the article here: Send an email blast to your judges

Judge Registration Pending Approval - This email will notify a judge when they have registered to become a judge for a program, but their registration is pending admin approval. The default template includes a greeting (Judge First Name) and informs the judge that an administrator is currently reviewing their judging request, and they will receive a confirmation email soon.

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