Custom Auto Emails

HelpYouSponsor give you an opportunity to add custom auto email templates that are additional to the ones we create for you by default.

Currently we have the following additional custom auto email templates;

• Notify donor of photo permission change.

For this feature, let us use an example for scheduling and notifying a donor when a file permission is changed.

This can happen when a user has uploaded files for a recipient and they want to notify a donor of the new file that has been uploaded. Take for example if you had an old picture of a recipient and you want to show the donor the current look of the child they are sponsoring.

Below are some of the benefits of this feature;

• This feature allows an admin to setup an automated email to be sent out to all the donors of the recipient whose photo has been updated.

• The feature additionally allows the admin to decide when to make the uploaded file public. for example the admin might want this to happen on the birthday of the recipient.

Below is a walk through of how you can setup a custom auto email template.

Setting up the email template

Navigate to Auto Emails under Communications in the main menu.

Click the Create Custom Email Template button which will open a drawer with a form to select the email set that you would want this email template to be added to, and the trigger you want the email template to use which in this case is the Notify donor of photo permission change trigger.

Note: The email set selected should be the email set that is attached to the program that the recipient belongs to. This is because the email template will only be available to the program that has that email set attached.

Once the email template has been created, it will appear among the other email templates for the selected email set as Notify Donor of Photo.

Select this email template to add your custom text that you wish the donors to see when they receive the email.

Make use of the short codes/merge tags to add more personalization to the email template. To learn more about short codes/merge tags click here.

Schedule and Notify donor of file permission change

To notify a donor of a recipient file permission change, choose a recipient from the recipient's table or the donor profile page. Selecting the recipient will open up a drawer with two tabs;

• Edit recipient

• Files & Phtots

Select the Files & Photos tab and scroll down to find the Manage Files section.

Click the three dots on the file to edit the file which will open a dialog to edit the file.

Once you change the permissions of the file to Everyone, the options for notifying the donor of permission change to public and schedule date will appear.

You can schedule the date when you want the permission to change but not notify the donors, or you can choose to update the permission immediately and then notify the donors.

Below is how the email will appear for the donors based on how you composed the email template.