SurveyMonkey Apply

Site Notifications are commonly used emails that are sent out of the site that SurveyMonkey Apply has already set up for you. This article will explain the various notifications available, how to enable/disable certain notifications, and how to edit the default email text to meet your own needs.

Within this section of the site, you can manage emails that are commonly used to invite users to your site and communicate user progress. You will not be able to add or remove any of these Notifications, however, optional Notifications can be enabled/disabled as needed, and if additional emails are needed to be sent out automatically Automated Emails can also be configured.

Within each section are both System Notification and Optional Notifications. Our System Notifications are necessary for the functionality of your site, and therefore cannot be disabled. However, the default text can be edited to suit your needs and can also include piping variables to further customize a notification to the user receiving the email.

NOTE: We do not recommend completely removing existing Piping Variables within the default email text as they are useful in carrying out actions in the email. For example, the {{ site_title.link }} variable will send a customized link to the user to be able to login to the site. It will also prompt users who don't have a password to be able to create one. Therefore, without this variable in the email, the user may not be able to login to the site.

  1. Select the Settings menu
  2. Click Emails
  3. Enter the Notifications tab

The following Notifications will be sent to Applicants based on specific actions that may occur in the site. Listed below are the available notifications under this tab and the applicable action.

NotificationDescription of Notification
Invitation EmailThis email will send out when the Applicant is Sent an Invite.
Email ConfirmationThis email will send out when the Applicant initially registers to the site. It is used to validate their email address as they will not be able to submit their application until their email has been properly verified. A URL within the email will be provided to allow them to validate their email and return them to the system.
Collaborator InvitationThis email will send to individuals that applicants specify they want to add to their applications as collaborators. By default, the email should include a link for the user to follow to complete the registration process.

NotificationDescription of Notification
Welcome MessageThis email will send out when the Applicant initially confirms their email address within the site completing the registration.
Application SubmittedThis email will send out when the Applicant submits their application. If enabled, this email will be sent anytime an application completes an application stage within your workflow. For example, if you have two application stages this email will send out on the two occasions where the applicant will submit their application.
Collaborator Invitation AcceptedThis email will send to the collaborators when they have confirmed the invitation and successfully have access to the site.
Recommendation Request AcceptedThis will send to the applicant when the recommender has accepted the recommendation request. An email is sent to the applicant who made the request to notify them.
Recommendation Request DeclinedThis will send to the applicant when the recommender has declined the recommendation request. An email is sent to the applicant who made the request to notify them.
Recommendation Request CompletedWhen the recommender has completed their recommendation for the applicant, an email is sent to the applicant to notify them.

NOTE: For the Recommendation Request Notifications, these statuses can also be viewed by the applicant when they view the recommendation request.

The following Notifications will be sent to Reviewers based on specific actions that may occur in the site. Listed below are the available notifications under this tab and the applicable action.

NotificationDescription of Notification
Invitation EmailThis email will send out when the Reviewer is Sent an Invite.
Note added to an assigned applicationThis email will be sent to reviewers assigned to the same application for a given program/stage when the note is added.

This will only be sent out if specified by the Admin or Reviewer adding the note.

NotificationDescription of Notification
Welcome MessageThis email will send when the Reviewer initially confirms their email address within the site completing the registration.
Assigned ApplicationsThis email will be sent to the Reviewer when you have assigned them applications to review.

The following Notifications will be sent to Recommenders based on specific actions that may occur in the site. Listed below are the available notifications under this tab and the applicable action.

NotificationDescription of Notification
Invitation EmailThis email will send out when the Recommender is Sent an Invite by an administrator.
Recommendation RequestThis email will be sent to Recommenders when the Applicant submits a recommendation request.

NotificationDescription of Notification
Welcome MessageThis email will send out when the Reviewer initially confirms their email address within the site completing their registration.
Recommendation Request WithdrawnThis email will be sent to the Recommender to inform them that the Applicant has rescinded the request for a recommendation from this Recommender.

The following Notifications will be sent to Administrators based on specific actions that may occur in the site. Listed below are the available notifications under this tab and the applicable action.

NotificationDescription of Notification
Invitation EmailThis email will send out when the Administrator is Sent an Invite by another administrator.
Note added to an assigned applicationThis email will be sent to reviewers assigned to the same application for a given program/stage when the note is added.

This will only be sent out if specified by the Admin or Reviewer adding the note.

NotificationDescription of Notification
Welcome MessageThis email will send out when the Administrator initially confirms their email address within the site completing their registration.

By default, the notifications will be populated with template text that is recommended to use for your process in the site. However, you also have the option of editing this text in order to customize the verbiage to suit your needs. In order to edit a notification:

  1. Go to Notifications
  2. Click on the Role tab based on which notification you wish to edit
  3. Click on the Edit icon to the right of the notification description
  4. Make your desired changes to the subject and email body
  5. Press Save.

NOTE: The template notifications are also pre-populated with Piping Variables such as the {{ site.title_link }} which will send custom information to the user that sends in. Based on the need of each notification we would highly recommend against removing existing piping variables completely from the email notification as they could affect the usability of the email.

TIP! If you do make an alteration to either the text or the piping variables, you can always click Reset to Default to restore the email to the original template text.