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Email Settings allow you to control email types, frequency, and add information to the notification emails sent to task contributors. These settings are configurable for each step for a new schedule. A summary of the selections is available from the main Schedule overview. To access the details, click the Configure text within the step that needs to be changed.
The email configuration page for a step is divided into multiple parts. Each type of notification available for the step may have the frequency modified and custom text inserted. For notifications which are one time only, such as Invitation Email, instead of frequency they may be turned on or off.
There are four notification emails which may be configured for any type of step.
- Invitation Email: A one-time notification when a participant has a new task awaiting their review and response.
- Reminder Emails: A recurring notification based on the length of time a task has been awaiting a response from a participant.
- Final Reminder Email: A one-time notification sent on the task’s due date.
- Overdue Emails: A recurring notification based on the number of days past due a task is.
Both of the recurring email types and the final reminder email will be sent at the selected email send time for the schedule. Invitation emails are sent as soon as the task becomes available.
Each of the email notifications referenced above have a Send drop-down menu which allows for customization of frequency or disabling of the notification altogether. For emails which send once, the drop-down will display Yes/No. Recurring emails may be disabled, or configured to a variety of different options.
Custom Email Notification Text
The types of custom messaging that can be inserted to an email are a body message and a closing message. Rich text areas are available to write up a custom message that will be inserted in the emails. If no custom messaging is entered, or the None option is chosen, then the email will only contain the default system messaging. While the drop-down is set as None the rich text editor will be disabled, but you are still able to review any text that was added before it was disabled.
If a Body Message is used, it will be inserted between the system generated information regarding the schedule. The Closing Message, if created, will be located right after the call to action button Open Now.
Both message types may be populated from a custom snippet created within System Settings. All available custom snippets will appear in the Custom Message drop-down menu for each type. When a custom snippet is used, it will populate in the preview but will not be editable. Edits to a snippet must be made through System Settings prior to the launch of the Schedule.
Send Test Email
A test email may be sent in order to review the custom email text, which is especially useful if you choose to add custom text to the base message. Once the desired formatting of the body and closing message are set up, each email notification type has a Send Test option. This option will only be available if notifications for the step are enabled, otherwise it will appear grayed out.
The Send Test option will present a message requesting up to ten email addresses where the test email should be sent. The entered email addresses should be comma delimited or each on their own line. Click Validate to proceed to the next step.
The validation modal will indicate if any issues were discovered with the list of emails provided. Once the email addresses are confirmed, click Send Test. For more information on how these parts of the email are placed, please reference our Email Notification Overview article.
When all the configuration options for a step have been confirmed, click Apply to save the changes and return to edit schedule. The step will now have an updated summary indicating the email settings which were selected. To change any of the settings for a pending schedule, return to the Email Settings page.
Revisions to an Active Schedule
After a schedule is confirmed (active), the individual email settings may not be modified further. If emails for a step need to be cancelled, this may be done by editing the Email Settings for the step and clicking the toggle to Cancel Emails. When clicked, a final confirmation box will appear as the action may not be undone. This will change the toggle from Yes to No, and update all email notification types on the page.
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