Emails Sent Automatically to Entrants
The following email templates are triggered to be sent automatically to Entrants.
When creating a new award, always check that the default wording of these templates and edit them as you require. A default template is created automatically for each email type. This email will be sent in all cases unless a template is defined for an award. To stop any email being sent out, review this guide.
| TEMPLATE | DESCRIPTION | related GUIDES |
|---|---|---|
| batch/amend | It is triggered once an invoice has been updated. For example, when you change the PO Number and use the Regenerate Paperwork option straight after. Contains a PDF invoice. | |
| batch/amendZero | An email is triggered when an invoiced has been updated for which the amount owing is £0, therefore no payment is needed and entries are automatically marked as paid on the Admin Interface. Contains a PDF invoice. | |
| batch/create | An email is sent when a new invoice is generated. Contains a PDF invoice. | – Click to pay links to online payments |
| batch/createZero | It is sent when an invoice is generated for which the amount owing is £0, therefore no payment is needed and entries are automatically marked as paid on the Admin Interface. Contains a PDF invoice. | |
| batch/creditNote | An email is triggered when a credit note has been raised against an invoice. It contains a PDF Credit Note. | – How to cancel and reissue an unpaid invoice – How to issue a refund – Adding a discount to an invoice that has been generated but not yet paid |
| batch/paid | It is triggered when an invoice has been paid in full. Contains a PDF receipt. | – How to generate an invoice – How to mark invoices as paid |
| entrant/delete/warn | If the user doesn’t log in for 18 months, this warning email is sent 30 days before the user account deletion date. To prevent the account deletion, the user simply has to log into the account using their username and password. | – How to adjust the length of time after which inactive User accounts are deleted |
| entrant/delete/warnFinal | If the user doesn’t log in for 18 months, the final warning email is sent 7 days before the user account deletion date. To prevent the account deletion, the user simply has to log into the account using their username and password. | – How to adjust the length of time after which inactive User accounts are deleted |
| entrant/delete/notify | An email is sent when a user account has been deleted, which happens after 18 months of inactivity. If the user wants to enter again, they need to register for a new account. | – How to adjust the length of time after which inactive User accounts are deleted |
| entrant/forgottenPassword | An email is sent to a user who has clicked on the “Request new password” link on the Entrant Login Page. The email includes a link to reset their password within a limited timeframe. | |
| entrant/mfa | In Nucleus you can set up Multi-Factor Authentication. This email is triggered if you set up the Email as a MFA option. It contains a 6-digit code which is send to a specified email address. | –Multi Factor Authentication for Entrants, Admins, Judges and Viewers |
| entrant/welcome | An email is sent to a user when they register with your entry site for the first time. Includes confirmation of their user name and optional link to reset their password. | |
| entry/approve | An email is sent when an entry is Approved. | – Different methods to approve/unapprove entries |
| entry/entryFormSendEmail | An email is triggered to different types of Users including: the Entry Owner, Entry Guests, all Users in the Entrant’s organisation or an email supplied on the Entry Form as an answer to a question. | – Send Email Question |
entry/entrantownerchange | Once an Entry is moved to a new Entry Owner by Admin Users, an email will be sent to the Entrant who has been issued the Entry. | – How to Change the Organisation Owner of an Entry |
| entry/progress | In Nucleus there is progression functionality, which provides a more complex workflow and can be used to move an entry or to create a parent/child relationship. If your award has Progression to further rounds, this email is sent if an entry has been progressed. | – Copy or move an entry to a new Award using progression |
| entry/published | An email is triggered when the entry publishing date/time for the Viewing Interface is reached. | – Specify when Entries are Visible on the Viewing Interface |
| entry/submit | An email is triggered once an entry has been Submitted and passed all of the tests to allow submission. | |
| entry/saveconfirm | An email is triggered to the entry when they click on the Save and Close button on the entry form. | |
| entry/unsubmit | An email is triggered once an entry has been Unsubmitted – with a reason given – by the Admin. | |
| entryissue/GLOBAL | In Nucleus you can email Entrants directly from the Entry List. This template is used whenever you want to contact Entrants. It is editable. | |
| invite/existingNominee | In Nucleus there is functionality, that can be switched on upon request, that allows you to transfer entry ownership to another existing user account. This template will be automatically sent to invite Nominees who may already have a front end account to login and edit the Nomination form that has just been assigned to them. | – How to transfer entry ownership to a new entrant user and send a Registration Invite |
| invite/newNominee | In Nucleus there is functionality, that can be switched on upon request, that allows you to transfer entry ownership to an invited new user. This template will be automatically sent to invite Nominees who have not previously had a front end account to create a password and login to edit the Nomination form that has just been assigned to them. | – How to transfer entry ownership to a new entrant user and send a Registration Invite |
| invite/existingUser | In Nucleus there is functionality, that can be switched on upon request, that allows you to send emails to prospective entrants to invite them to register for a Nucleus account and create entries. An email is triggered when you wish to re-send an invite to an existing user. | – Invite entrants to create and submit entries |
| invite/newUser | In Nucleus there is functionality, that can be switched on upon request, that allows you to send emails to prospective entrants to invite them to register for a Nucleus account and create entries. An email is triggered when you wish to invite a new user to register. | – Invite entrants to create and submit entries |
| mediaItem/fileAssociationRemoved | Upon request, in Nucleus you can restrict the video specification on the Media Library and for Nucleus to automatically reject files that do not automatically meet the spec after upload. An email is triggered when the video associated with the Media Library has been removed as it doesn’t meet the required criteria. | – Automatically rejecting Video Files based on a defined specification |
| mediaItem/transcodeComplete | In Nucleus you can alert entrants to a successful video transcode or failure. This email is triggered when the transcode has completed. | – How to inform Entrants of a successful or failed Video File transcode |
| mediaItem/transcodeError | In Nucleus you can alert entrants to a successful video transcode or failure. This email is triggered when an error has occurred while transcoding. | – How to inform Entrants of a successful or failed Video File transcode |
| mediaitem/removewarn7 | In Nucleus you can set up an automated deletion of Media Items. An email will be sent to all admins of the award 7 days before the removal date. | – How to use the Media Library (Admin Users) |
| mediaitem/removewarn24 | In Nucleus you can set up an automated deletion of Media Items. An email will be sent to all admins of the award 24 hours before the removal date. | – How to use the Media Library (Admin Users) |
| mediaitem/removednotify | In Nucleus you can set up an automated deletion of Media Items. An email will be sent to all admins of the award 1 hour after the deletion date. | – How to use the Media Library (Admin Users) |
| newRegistrationAlert | An email is triggered when a new person from the same organisation signs up. | |
| organisation/createEntries | In Nucleus you can create entries into Entrant’s account for many different reasons (for example, to allow late entries or to test an award before it opens). This email is sent when you create entries into someone’s account. It contains a link to the Entrant’s Dashboard. | – How to test your award before it opens |