Setting Up Email Reminders

Tahua can automatically send reminder emails for Grants, Applications, Offers, Assessments, Milestones and Contracts. Here's how to set one up.

Reminders are separate from the regular email templates covered in each area's Email Templates article — those control what the reminder email says, but a reminder also needs to be set up here to control when it sends, who it goes to, and which records it applies to.

Where to find them

Go to Settings > Emails, then create a New Email Reminder. The first thing you'll choose is which Workflow the reminder is for:

• Grants

• Applications

• Offers

• Assessments

• Milestones

• Contracts

Some of these only appear if the relevant feature is enabled for your organisation (e.g. Assessments won't show if you don't use Assessments, Contracts won't show if Contracts aren't enabled).

You can create as many reminders as you like for the same workflow — for example, a Milestone reminder that fires 7 days before the due date, and a second one at 1 day before, each with their own recipient and settings.

Timing

Every reminder has:

• Number and unit — e.g. 3 days, 1 week, 2 months

• Before or after — most reminder types fire before a due/closing date (to prompt action ahead of time); Offer and Contract reminders instead fire a set number of days after the offer/contract was sent, to nudge a response.

What each workflow reminds about, and how you can narrow it down

• Grants (Funding Round reminder) — reminds Applicants as a Funding Round's closing date approaches. Can be scoped to specific Funding Categories.

• Applications — reminds Applicants to submit, as the Funding Round's closing date approaches. You choose whether it targets incomplete, complete, or any kind of unsubmitted application. Can be scoped to specific Funding Categories.

• Offers — reminds an Applicant about a Letter of Offer they haven't yet accepted or declined, a set number of days after it was sent. Can be scoped to specific Funding Categories.

• Assessments (Assessor reminder) — reminds Assessors, timed relative to an Assessment Round's Open, Close, or Due date (your choice). Can be limited to specific Assessment Rounds and Funding Categories, and further filtered so it only reminds Assessors about assessments with an Accepted or Undecided conflict-of-interest/decision status.

• Milestones — reminds about Milestones that are still incomplete as their due date approaches. You choose the recipient: the Applicant, the Application Owner, the Contract Manager, or all Admins. Can be scoped to specific Funding Categories and/or Contract Categories.

• Contracts — reminds an Applicant (and any Verifier signatories) about a Contract that was sent for signing but hasn't been signed yet, a set number of days after it was sent. Can be scoped to specific Contract Categories.

The email itself

Alongside the timing and targeting options, you'll also set the reminder's subject and body — same as any other email template, including access to personalisation tags for the relevant record. See the Email Templates article for the area you're working in (e.g. Milestone Email Templates, Funding Round Email Templates) for more on writing the content itself.

Editing or deleting a reminder

Existing reminders can be edited or deleted from the same Settings > Emails screen — you don't need to delete and recreate one just to change its timing, recipient, or scoping.