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Send Email Question

This Question type allows Entrants to send an email via Nucleus to a range of Users including: the Entry Owner, Entry Guest, all Users in the Entrant’s organisation or an email supplied on the Entry Form as an answer to a question.
The Admin User can define any of the above addresses in the To, CC or BCC fields allowing the Entrant to communicate with a wide range of Users without having to leave Nucleus. There is an option to add the copy to the Entry Admin and Entrant notes field so that a record of the communications is available to all audiences.

The Question appears as a button on the Entry Form, for which the copy is customisable, and additional information can be provided in the short and long help or by combing the question with a Commentary or Divider. Once the Entrant clicks on the button, a lightbox will open where the User can enter their message before triggering the email to the recipients.

How to Set Up an Email Send Question

Setting up an Email Question is similar to creating any other Questions on the Entry Form. For more information about creating forms, please see the Entry Form guide.

The unique options in this Question Type items Admins will want to consider are:

  • Button text – this is the copy that will be displayed in the button
  • Subject – this will be the copy included in the subject of the email sent
  • Default content – copy provided here will be used as part of the @@message@@ special value in the email unless edited by the entrant. This copy can be used to assist the entrant in writing their part of the email
  • Allow entrant to provide message:
    • Yes – the entrant is required to provide a message when they click the button on the entry form
    • No – the email is triggered as soon as the entrant clicks the button on the entry form with no input from the entrant
  • To – email address that will be in the email To field
  • CC – email address that will be in the email CC field
  • BCC – email address that will be in the email BCC field
  • To/CC/BCC Options:
    • Specified address – Admins provide one or more comma separated addresses that will be included in this field
    • Entry owner – the email of the Entry Owner will be included in this field
    • All user’s in the owner’s organisation – all Users that exist in the organisation of the owner will be included in this field
    • Email address question – if an email question has been included in the Form and an answer provided then the email provided as the answer can be used in this field
    • Entry guest – if the Entry has been shared with another User then their email can be included in this field
  • Include in admin notes – if set to yes, the content of the email will be logged in the Admin notes field
  • Include in entrant notes – if set to yes, the content of the email will be logged in the Entrant notes field
  • Send from award domain:
    • if set to yes, the email will be sent from the email address set for the award
    • if set to no TBC

How to Set Up the Send Email Question Email Template

Nucleus provides an email templates for Admins to customise as required. For full information on editing Email Templates read the Email Template guide.

Admins will need to amend the Email Template entry/entryFormSendEmail. This means that Admins can use special values and full Nucleus email functionality to customise the email template that is send using this mechanism.

There are a few unique special values that Admins should consider including:

  • @@message@@ – this is the message entered by the Entrant on the Entry Form
  • @@subject@@ – the subject defined by Admins on the Question Settings page
  • @sender_name@@ – the full name of the Entrant sending the message
  • @@sender_email@@ – the email of the Entrant sending the message
  • @@entryUrl@@ – a link to the entry
  • @@award_name@@ – the name of the award
  • @@owner_firstName@@ @@owner_lastName@@ – name of the entry owner

Note – the entry/entryFormSendEmail cannot be made Award Specific. Only the default one is available.