Configure Automated Emails

Configure Automated Emails

In order to access Control Panel\Site Configuration\Automated Emails, the staff user must have Staff Reviewer or DonorCentral Administrator access:

Maintaining Staff Codes  

To configure automated emails, go to Control panel, Site configuration, then Automated emails. You can create and format automated email messages sent to users for specific events:

• Welcome: Sent when a user's account is created.
• Recommendation submission confirmation: Sent when a user submits one or more grant recommendations. Details about each recommendation are included in the email.
• For recurring recommendations you've submitted, you'll receive a confirmation email each time a recurrence is generated that includes the number of remaining recurrences, the date of the next recurrence, and a link to the recommendation's Grant Details page.
• Recommendation cancellation confirmation: Sent when a user cancels a pending recommendation. Details about the canceled recommendation are included in the email. If future recurrences are also canceled, additional text with that information is also included.
• Grant approval notification: Sent out once daily to each advisor; includes links to the grant details for each of their approved recommendations over the past 24 hours.
• Fund statement email: Sent when a user requests to have a fund statement emailed to them.

Create automated email message

1. Select the ellipsis button next to an email type and select Edit.

• Under Sender, you can enter a Sender name that will display in a recipient's inbox.

Note: If you enter a Sender name, the email will send with that name and the address mailout@donorcentral.com in the "From" field. If you do not enter a Sender name, the email will send with the name "DonorCentral [Do not reply]" from donotreply@donorcentral.com in the "From" field. In either case, the Reply to email address field should work as configured. These settings need to be configured for each email type.

• In Reply to email address, CC, and BCC, you can add only one email address per field. For each additional email address you want to include for these fields, select Add to display a new instance of the field and enter an email address.

2. To remove an email address, select the trash can icon .

3. Under Email text, enter a Subject line and Body of the email.

4. If you are customizing the Welcome email, you have a few more customization options. See Customize Welcome email below for more information before continuing.

5. Select Save.

Customize Welcome email

The Welcome email goes out to new users once you enter their email address in FIMS. Because your instructions might be different for Blackbaud ID and non-Blackbaud ID users, you have a few additional customization options for this email.

To begin customizing your Welcome email, go to Control panel, Site configuration, then Automated emails. Select the three dots (...)next to Welcome and then Edit. Here are the unique features for customizing this email in the Email text section:

• Select the menu item BBID User to edit the message for users who have already created a Blackbaud ID account. Select Non-BBID User to edit the email that goes out to everyone else.
• Select Preview to generate a mock-up of the email as it will appear to users.
• Restore defaults to revert to your organization's original Welcome email format.

You can also add Merge content, which automatically fills in details based on the recipient. By selecting these items from the drop-down menu above the Body text, the following information can be automatically added to each email that goes out:

• User’s Email address: This inserts the user’s email address that you entered in FIMS. Users must enter the same address when creating an account.
• User’s Name: This inserts a user’s name in the format Firstname Lastname.
• Site url: This inserts a hyperlink to your organization’s DonorCentral site.
• SignUp page url: This inserts a hyperlink to the Create a Blackbaud ID page.
• Need help: This inserts a hyperlink to the help page Issues with Blackbaud ID?

Send sample automated email message

1. Select the menu for an email type, and select Send sample mail.

2. Enter an email address.

Note: If you are sending a sample Welcome email, you will see additional options here. Under User type, select BBID User to sample the email that goes out to clients with an established BBID account or select Non-BBID User to sample the email that goes out to all other users. Under Username, enter a first and last name to appear in the merge field on your sample email.

3. Select Send now.

Disable grant approval notification emails

You can disable the grant approval notifications so that none of your advisors will receive the daily email when grants are approved.

1. Find Grant approval notification email, open its menu, and select Disable. When you see a confirmation message, select Disable again.

2. To resume sending the notification emails to all advisors, select Enable from the grant approval notification email's menu , then select Enable in the confirmation message.