System Emails

System-generated emails are transactional and trigger based on a specific action in Slate. Some system emails were configured when the Slate Database was initially provisioned. Your institution can customize most system emails.

An asterisk (*) next to the email titles below denotes that these emails do not have default content and are NOT sent unless they are specifically configured in the System folder in the Deliver module.

All email types not marked with an asterisk (*) will automatically be sent using a generic Slate message. You can configure these emails to add customized content. Once one of these system emails are created in Deliver, the custom email will be sent in place of the default Slate message. Administrative creation and submission of a Slate application will not cause application-related emails to be sent to an applicant.

Default System Emails

Below is a list of each default system email, its purpose, and default content (if it exists).

Account Creation

Sent when an account is set up in Slate before an applicant starts a Slate application.

Subject: {{Name of Slate School}} Online Registration

Thank you for registering online with {{Name of Slate School}}.

To activate your account, please use the link below:

Activate Account

When requested for a password, enter the following temporary PIN:
##########

{{Name of Default Message Group}}
Account Email Migration
Sent when an applicant requests a change to their email address.
Subject: {{Name of Slate School}} Change Email

It was requested that the email address for this account be changed.

To complete the requested changed, please use the link below:

Complete Requested Change {{Link}}

Upon logging in with your current credentials, the change will be completed.
Account Password Reset

Sent when an administrator resets a password or an applicant has forgotten their password and submits a request to change their password from the /apply page.

Subject: {{Name of Slate School}} Password Reset

It was requested that the password for this account be reset.

To access your account, please use the link below:

Access Account {{link}}

When requested for a password, enter the following temporary, randomly-generated PIN:
###########

You will have an opportunity to change your password after authenticating.

{{Name of Slate School}}
Application Creation*

Sent when an applicant creates a Slate application.

Application Submission*

Sent when an applicant submits a Slate application.

Decision Notification*

Sent to the applicant when a decision is confirmed and released with a decision letter assigned.

Important!

Sent to the applicant when a decision is confirmed and released with a decision letter assigned. You can find additional information summarizing when this email is sent and best practices/recommendations in the article Decision Notification Status Update Email.

Recommendation Request (To Recommender)

Sent to a recommender when an applicant requests one through the Slate application.

Subject: Recommendation Request from {{Name of Student}} for{{Name of Slate School}}

Dear {{Name of Recommender}}:

{{Name of Student}} has requested that you write a letter of recommendation to {{Name of Slate School}}
on their behalf. In an effort to make this process as easy as possible for you, we offer the ability to complete
your recommendation online through our secure website. To submit your recommendation, please use the link below.
This link is unique to this recommendation and should not be shared or forwarded.

Submit Recommendation (link)

Thank you for your time and consideration.

{{Name of Slate School}}
Recommendation Submission (To Applicant)

Sent to the applicant when the recommendation is received and stored in Slate.

Subject: {{Name of Slate School}}

Dear {{Name of Student}}:

We have successfully received your letter of recommendation from {{Name of Recommender}}
to {{Name of Slate School}}.

{{Name of Slate School}}
Recommendation Submission (To Recommender)

Sent to the recommender when the recommendation is received and stored in Slate.

Subject: {{Name of Slate School}}

Dear {{Name of Recommender}}:

We have successfully received your letter of recommendation for {{Name of Student}}
to {{Name of Slate School}}.

Thank you for your time and consideration.
{{Name of Slate School}}
School Report Request (To School Official)

Sent to the school official when the applicant submits a School Report request.

Subject: School Report Request from {{Name of Student}} for {{Name of Slate School}}

Dear {{Name of School Official}}:

{{Name of Student}} has requested that you submit a school report to {{Name of Slate School}} on their behalf.

In an effort to make this process as easy as possible for you, we offer the ability to complete your school report
online through our secure website. To submit your school report, please use the link below:

Submit School Report (link)

Thank you for your time and consideration.

{{Name of Slate School}}
School Report Submission (To School Official)

Sent to school official when a School Report is received and stored in Slate.

Subject: {{Name of Slate School}}

Dear {{Name of School Official}}:

We have successfully received your school report for {{Name of Student}} to {{Name of Slate School}}.

Thank you for your time and consideration.

{{Name of Slate School}}
School Report Submission (To Applicant)

Sent to applicant when a School Report is received and stored in Slate.

Subject: {{Name of Slate School}}

Dear {{Name of Student}}:

We have successfully received your school report from {{Name of School Official}} to {{Name of Slate School}}.

{{Name of Slate School}}
Reader Queue Notification (Daily)*

Sends messages to users where:

  • That user has applications in their queue
  • Those applications are:
    • In an active Period
    • In a bin that has the Queue Notifications set to "Active"

Reader Queue Notification emails will only send if there is at least one application in the reader's queue where the bin setting for Queue Notifications is set to Active. The merge field "count" will send a total count of all applications in the reader's queue that are in an active period. The merge field "count_notification" will send a count of applications in the reader's queue in a bin where the Queue Notification setting is Active. (This number will be the same or less than the "count" number since this will only include the number of applications in the queue in the bins configured for Queue Notification).

Reader Queue Notification (Weekly)*

Sends messages to users where:

  • That user has applications in their queue
  • Those applications are:
    • In an active Period
    • In a bin that has the Queue Notifications set to "Active"

Reader Queue Notification emails will only send if there is at least one application in the reader's queue where the bin setting for Queue Notifications is set to Active. The merge field "count" will send a total count of all applications in the reader's queue that are in an active period. The merge field "count_notification" will send a count of applications in the reader's queue in a bin where the Queue Notification setting is Active. (This number will be the same or less than the "count" number since this will only include the number of applications in the queue in the bins configured for Queue Notification).

 When does the weekly email send?

The weekly Reader Queue Notification email sends on Monday mornings at approximately 6 AM EST.

Reader Queue Notification System Emails will not send for workflows. Please review Workflow Queue Internal Notifications with Deliver to configure workflow notification emails. 

System Emails for Slate Payments

Details on automatic emails related to Slate Payments, their message content, and how they can be customized are found in the System Emails for Slate Payments Slate Scholar article.

Configure a System Email

To configure an automatic system email:

  1. Click Deliver in the top navigation bar.
  2. Click New Mailing
  3. Enter the following configurations in the popup window:
    • Name - Give the new mailing a descriptive name so it can be found quickly.
    • Folder - Select the 'System' folder.
    • Template - Select the system email associated with the appropriate round to be customized.
       

Important!

The Templates and System folders are special folders you should not use for standard message delivery. Messages in these special folders may have certain options disabled, including the option to send the message.

  Tips

If Slate application pages are built for specific rounds, a set of emails for each round will be available for selection in the template drop-down. For example, if the Recommendation Request for the Transfer round applicants needs to be customized, the template can be prefaced with /apply/TR/ Recommendation Request (to recommender).

Customize a System Email

Once the appropriate email has been configured, follow the directions and tips to customize the email.

  1. Click Edit Conditions to add custom merge fields and custom filters.
  2. Add a Group Priority number if creating multiple emails using the same system template.
  3. Edit the message as any other in Deliver, and remember to place one of the
    email address merge fields in the Recipient area.
  4. Once saved, this email is active, and no further action is needed.

Important!

You should NOT include merge fields set by rules in System emails since they will potentially update AFTER the email has been triggered to send. For example, a staff assignment merge field in an application creation or application submission email can not be set by the rules before email delivery.

If a merge field set by a rule is included in a system email, it is highly recommended that a default value be set by Liquid markup so that message doesn't contain null values. (e.g., main office number if staff assignment is not yet assigned)

Note: Edit Conditions is only available for specific system email templates. When customizing a system email, you can add exports and filters to a message only for the following templates:

System Templates Where Conditions May Be Added
Application Creation /apply/create
Application Submission /apply/submit
Slate Payments - Checking Account Payment Failed /payment/ach_failed
Slate Payments - Payment Refunded /payment/refunded
Slate Payments - Credit Card Payment Failed (only for recurring) /payment/card_failed
Slate Payments - Successful Payment /payment/succeeded
Recommendation Request (To Recommender) /apply/refer
Recommendation Submission (To Applicant) /apply/refer/applicant
Recommendation Submission (To Recommender) /apply/refer/submit
School Report Request (To School Official) /apply/report
School Report Submission (To Applicant) /apply/report/applicant
School Report Submission (To School Official) /apply/report/submit

 

Templates that will not show Edit Conditions as an option are as follows:

System Templates Where Conditions Are Not Available
Decision Notification /apply/account
Account Creation /account/register
Account Email Migration /account/migrate
Account Password Reset /account/reset
Dataset Record Account Password Reset /account/reset_dataset
Reader Queue Notification (Daily) /reader/queue/daily
Reader Queue Notification (Weekly) /reader/queue/weekly
Slate Payments - Transfer/Settlement Received /payment/transfer.received
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