Email Templates

Email Templates are triggered by specific events (e.g. application Approved, Rejected). This page allows you to add, edit, and delete templates.

1. Add an Email Template

Click the plus button and fill in:

• Status: The trigger event (e.g. Approved, Awaiting Review, Rejected).
• Template Name: A name for the template, so you can pick it out in the list.
• Subject: The email subject line.
• Reply To: The reply-to email address.
• Send Automatically: Whether the email goes out on its own when the trigger fires, or waits for someone to send it manually.
• Start with a greeting: Whether the email opens with "Hi" and the applicant's first name (or "Hi there," when Optible has no name). It is on by default. Turn it off if your own text already starts with a greeting. See section 6.
• Available Variables: Placeholders like {{.name}} replaced with real values when sent.

  

• Body: Rich text editor for the email content. It supports basic formatting only, so there are no font sizes, colours, headings, alignment or images, and formatting pasted in from other documents is dropped.

  

Who the email comes from is not set on the template. It is set for your grant, see section 5.

2. Email Templates List

Displays Name, Subject, Triggered On, Last Updated, and Actions (Edit / Delete).

3. Send Automatically, and why it matters in bulk

A template set to send automatically fires the moment its trigger status is reached. That is usually what you want, but remember it applies per application: moving three hundred applications into that status in one bulk action sends up to three hundred emails, and they cannot be recalled.

Templates left on manual send are drafted for you but wait until somebody presses send. See Updating Many Applications at Once.

4. Templates that come with the grant

Some templates are created on every grant so you can reword rather than write them from scratch. Invite Applicant to Grant is the email sent when you invite somebody to apply to an invite-only grant — see Invite-Only Grants and Applicant Invitations.

5. Who the email comes from

By default, emails go out from Optible's standard sender address with your organisation's name. An organisation admin can set up your own domain so applicants see your own address instead, for example grants@yourorganisation.org (see Sending Email From Your Own Domain). Your organisation can use more than one domain.

Each grant then chooses its sender in the Email sender card at the top of its Email Templates page:

• Organisation default: your organisation's address, which the card shows.
• Optible shared sender: Optible's standard address.
• A different address: an address on one of your organisation's domains, with its own display name if you want one. This option is switched off until an organisation admin has added a domain.

The address's domain is not yet verified	Emails come from your organisation default if that is verified, otherwise from the standard Optible address.
The address's domain is verified	Emails come from that address.

You can save an address before its domain is verified. It is only used once verification succeeds, so nothing changes for your applicants until then. The display name is the grant's own name if you set one, otherwise your organisation's. This applies to every email Optible sends on your behalf for a grant, including status emails, invitations, scheduled emails and the weekly summary. If anything goes wrong reading your settings, the email still goes out from the standard address rather than failing. Adding a new round of a grant copies its sender choice.

6. What the email looks like

• Header: your organisation's logo, if one is set on the Branding page, otherwise Optible's logo. The logo belongs to the organisation, not to a single grant.
• Greeting: each template has a Start with a greeting switch. When it is on, the email opens with "Hi" and the applicant's first name, or "Hi there," when there is no name. Existing templates have it on. Turn it off when your text begins with its own greeting, so applicants do not see two. It applies to status, submitted and scheduled emails, and to templates you send manually.
• Footer: says the email was sent by your sender name (or the grant's name) using Optible, and asks recipients to reply to you rather than to Optible support.

While you edit a template, the editor shows it inside the email frame. Select View as sent to see the email as an applicant would receive it, using a sample applicant. Variables Optible cannot fill in for the sample show in square brackets, for example [name]. The preview works on your unsaved changes, and is occasionally unavailable if the email service cannot be reached; try again shortly.