The Communications tab in Pipeline Setup allows Admins to enable and configure certain email templates that are triggered by Pipeline activity. These emails can be automatically sent whenever your Users perform certain actions, such as submitting ideas, changing Idea statuses, and more.
Getting Started
To configure Pipeline Communication emails, navigate to Pipeline Setup > Email Alerts > Emails
Individual email templates are offered for Admins so that automatic communications can be sent to Submitters, Subscribers, and Participants whenever a certain action is made. Each of the templates can be enabled and configured in this tab.
Each individual template is broken down into the action that is made and the User that will receive the communication. For example, whenever the action "Challenge Brief Question is Answered" then the email communication will be sent to the "Question Submitter".
Within the template body of each email, Users have a selection of format styling they can choose from. The format styling will exist at the top row of the template body.
Admins will also have the ability to apply dynamic fields into the template. These dynamic fields will automatically generate URLs, Submission Names, User emails, and more depending on the information that Admins wish to display in the email.
Searching Email Templates
Email templates are broken down into 3 categories:
- Activity Based- System-defined customizable email templates for the Initiative
- Scheduler- User-defined custom email templates for use with Scheduler Communications
- Rules-Driven- User-defined custom email templates for use in the Rules Engine
Admins can easily search for and locate email templates by template name, intended recipient, or trigger.
The following emails are available for configuration in the Pipeline level Communications tab:
- Abuse Report on Comment | Pipeline Administrators
- Abuse Report on Idea | Pipeline Administrators
- Action Item Escalation | Action Item Owner
- Action Item Reminder | Evaluators
- Advance to Next Step | Idea Submitter
- Challenge Brief Question Answered | Question Submitter
- Challenge Brief Question Asked | Challenge Admins and Sponsors
- Comment End | Pipeline Administrators
- Comment End Reminder | Pipeline Administrators
- Comment Start | Pipeline Administrators
- Comment Start Reminder | Initiative Creator
- Comment on Update Feed Post | Activity Poster
- Comment on Idea | Idea Submitter
- Comment on Idea | Idea Subscriber
- Evaluator Added to Step | Evaluator
- Event Complete | Evaluator (Hackathon Only)
- Event Complete | Event Manager (Hackathon Only)
- Event Complete | Participant (Hackathon Only)
- Idea Linked | Idea Submitter
- Idea Merged | Idea Submitter
- Idea Moved | Idea Submitter
- Idea Status Changed | Idea Submitter
- Idea Status Changed | Idea Subscriber
- Initiative End | Pipeline Administrators
- Initiative End Soon | Pipeline Administrators
- Initiative Feedback | Initiative Sponsor
- Initiative Feedback Reminder | Initiative Sponsor
- Initiative Invitation | Invited User
- Initiative Phase Change | Initiative Follower/Subscriber
- Initiative Start | Pipeline Administrators
- Initiative Start Soon | Pipeline Administrators
- Memo Comment | Memo Creator
- Memo Comment Assigned | Memo Comment Assignee
- Memo Comment Reply | Memo Commenter
- Memo Comment Tagged | Memo Comment Tagged User
- New Administrator Added | Administrators and Moderators
- New Blog Draft | Pipeline Administrators
- New Blog Post | Blog Poster/Subscribers
- New Comment on Blog | Blog Poster
- New Idea Submitted | Category Follower
- New Idea Submitted | Idea Submitter
- New Idea Submitted | Initiative Follower/Subscriber
- Registration Request for Existing Account | Registration Requester
- Registration Request for New Account | Registration Requester
- Reminder: Blog Draft to be Posted | Pipeline Administrators
- Submission End | Pipeline Administrators
- Submission End Reminder | Pipeline Administrators
- Submission Start | Pipeline Administrators
- Submission Start Reminder | Pipeline Administrators
- Submission is First Viewed | Idea Submitter
- Submitter Accepts User to Join Team | User
- Submitter Declines User to Join Team | User
- Subscribed Blog Edited | Blog Subscriber
- Tag(s) Added to an Idea | Idea Submitter
- Tag(s) Added to an Idea | Tag Follower
- User Applies to Join Team | Submitter
- User Requests Mobile App | Requesting User
- Voting End | Piepline Administrators
- Voting End Reminder | Pipeline Administrators
- Voting Start | Pipeline Administrators
- Voting Start Reminder | Pipeline Administrators
Note: These emails are only available within this Tab and will not appear in System or Site Setup > System Email Messages. To configure any email templates that are not currently available in Pipeline Setup > Emails, please continue to use Site Setup > Site > System Email Messages.
Email Alerts: Edit Master Template Tab
The Settings tab (underneath the Emails tab) can be configured for the overall functionality of emails. The following settings are available:
- Send Email Alerts: Enable or disable sending Email Alerts to your Pipeline participants. If disabled, this will disable all email templates. If enabled, individual email templates can still be toggled on or off.
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Contact Information:
- Contact Name: This populates the Contact Name field in email in system email messages. If the field is blank, this will default to the Contact Name set in System Setup.
- Contact Email: This controls the displayed email sender for email alerts to your users. If the field is blank, this will default to the Contact Email set in System Setup.
If enabled, applications have an email header that can be managed with the following additional settings:
- Header Background: Use a pre-defined gradient from the selection list or set a solid color.
- Header Image: Use an image overlay on the chosen background.
The header will appear on all emails sent from the site, as configured in the Email Alerts sections.
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