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Notification configuration

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Richard de Nys
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Notifications are email or SMS messages that are sent to users from the platform based on a trigger--an event that happens related to the user. There are some notifications that have been set up for you in your account. These can be changed or deleted, and additional new notifications created.

Creating a notification

  1. In the Manage workspace, go to Settings > Communications > Notifications
  2. Click New notification
  3. Select the Trigger for the notification; see the Available triggers section below for more information
  4. Set the Recipient(s) for the notification, from the following options
    Note: you may create multiple notifications with the same trigger, so the event sends different notifications to different people.
  • User: the person the event relates to
  • Email addresses and/or phone numbers: one or more specified addresses separated by a comma or semicolon
  • Address specified in a field: allows an email or phone number field from the entry process to be selected. This setting allows for someone an entry relates to, to receive a notification
  • A sender name and reply-to address may optionally be set. We strongly recommend adding a reply-to address so your users may contact you if need be.
    Note: to improve email deliverability, the sending address cannot be updated.
  • Write an email subject, email body message and SMS body message.
  • If both an email and SMS are defined, what is sent depends on the recipient--i the recipient has both addresses defined, only the email is sent
  • SMS body is required and should be kept as short as possible.
  • Email body is optional--if not defined, the notification will not be sent to email recipients.
  • Content related to the triggering user or entry may be included in the email subject, email body and SMS body with the use of merge tags.
    Different trigger events have different content merge tags available, noted on the notification configuration view.

    • Available triggers

    Trigger Action
    Entry moderated

    Triggered when an entry is moderated (Approved, Rejected or Undecided). For more information, see: Moderation.
    Entry submitted Triggered when an entry is successfully submitted, whether by the entrant or a manager.
    Entry resubmitted

    Trigged when an entry is resubmitted, whether by the entrant or a manager. To learn more, see: Resubmission.
    Entry tagged Triggered when an entry is tagged.
    User registered Triggered when a user registers successfully.
    User invited Triggered when a user is invited to the platform. 
    Payment pending

    Triggered on entry submission when the invoice option is selected by the entrant.
    Payment success Triggered on entry submission when a payment succeeds via your payment gateway.
    Role granted Triggered when role is assigned to a user. To learn more about assigning roles, see our guide: Assign/remove user roles in bulk or individually.
    Review stage started Triggered when a review stage is started. The notification needs to be selected on the review stage before being triggered. See Review flow configuration for more information.
    Review stage completed

    Triggered when a review stage is completed; i.e when a 'Proceed' or 'Stop' decision is made). The notification must be selected on the review stage before being triggered.
    Entry eligible Triggered when an entry is found to be eligible when using the eligibility check feature.
    Entry ineligible Triggered when an entry is found to be ineligible when using the eligibility check feature.
    Assignment created

    Triggered when pairing judges with entries via the Entries view of the Manage workspace. To learn more, check out this guide: Assign judges from the Entries view.
    Assignment judging completed

    Triggered when a judging assignment has been completed by a judge. 
    Entry invited

    Triggered when a user is invited to complete an entry from the Users view of the Manage workspace.

    Available merge fields

    Depending on the trigger selected, different merge tags are available. The table below shows the complete list of merge tags available for notifications.

    {account_name}

    Name of the program as seen in the app header at the top left of the screen

    {account_url}

    URL of the program (e.g yourprogram.awardsplatform.com)

    {category}

    Category that the entry was submitted under

    {chapter}

    Chapter the entry was submitted under

    {confirmation_code}

    When a user registers with their mobile number, they need to confirm their mobile number by entering the confirmation code

    {confirmation_url}

    When a user registers with their email address, they need to confirm their email address by clicking the confirmation URL

    {entry_field:aAbBcCdD}

    Any entry field for the season. The identifier after the colon is the eight character 'slug' for the field you want to display. You can find the slug by going to the field configuration and looking for the eight character identifier in the URL

    {entry_local_id}

    Each entry has an entry ID number. You can find the entry ID next to the entry name under Entries > Manage entries (by default the entry ID is not shown to entrants, you can turn it on under Settings > Entries > General)

    {entry_name}

    Title of the entry

    {entry_slug}

    Each entry has a unique 8 character identifier. You can find the slug by going to the entry and looking for the eight character identifier in the URL

    {first_name}

    First name of the entrant

    {invoice_url}

    For paid entries, the URL of the invoice

    {last_name}

    Last name of the entrant

    {order_id}

    For paid entries, the order ID

    {payment_amount}

    For paid entries, the amount paid for entries

    {review_url}

    For review flow, the URL to the review page for approval/rejection

    {user_field:aAbBcCdD}

    Any user field for the season. The identifier after the colon is the eight character 'slug' for the field you want to display. You can find the slug by going to the field configuration and looking for the eight character identifier in the URL
    Important: to comply with local laws, SMS notifications cannot be sent to UAE residents between the hours of 9pm and 7am. 

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