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Make "Organization Information Updated" email more clear

Excited about the chance for applicants to edit their organization info!

I realize that the release notes say the standard email to the applicant "Organization Information Updated" cannot be
edited by individual foundations. But it's so tech-speak and doesn't include any instructions for what to do next.
From: "United Arts Grants" administrator@grantinterface.com

Date: November 18, 2015 at 6:25:17 PM EST
Subject: Organization Information Updated

Reply-To: noreply@grantinterface.com

Changes for United Arts-TW TEST made by Mary G :

/ Old Values /

State : FL

/ New Values /

State : FloridaCan Foundant make the standard email a
little more clear? Something like,

A
contact for your organization recently made edits to your organization
information in the <Funder> database, as shown below. If you did not intend to make this change, please
contact the funder.

Since the primary contact will be copied on this whether they made the request or not, this will make it clear that they can object if it's an incorrect change.We have a "friendly name" for the mailto:administrator@grantinterface.com email which includes our organization name ("United Arts Grants"), so that field would be an acceptable plug-in for <Funder> above. Also, it seems strange that the reply-to email is a no-reply email rather
than one of our contacts... I wish we could set a default reply-to email. We have a catch-all email that copies all three of us which would be fine to use here.

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Mary Giraulo shared this idea  ·   ·  Report…  ·  Admin →
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  • Mary Giraulo commented  ·   ·  Report

    I did another test: since I had been updating as the primary contact, I now signed in as another fake contact for the organization (a fellow grants staff person here) and updated the org info. She got the standard system email as well, I got the standard system email as the primary contact, and the admin got the email template.

  • Mary Giraulo commented  ·   ·  Report

    Environment: Production
    Organization: "United Arts-TW TEST"
    Oh my goodness! No, I was making the changes as an admin - that's why the emails didn't go through. Chalk it up to holiday brain. I just made another change as the applicant and the emails did come through right away. But I confirmed that although the email that goes to the admin is the email template, the email that goes to the primary contact is the standard system email, as I mentioned above.

  • Chris Dahl commented  ·   ·  Report

    Hi Mary,
    Thanks for the feedback - I'll have someone here do some more testing of various scenarios.

    In the meantime, could you let me know a couple things:
    Which environment was this in (Demo or Production)?Which organization did you change?When you say you made three changes to the same organization - I'm assuming you did so as the applicant?Thanks,
    -chris

  • Mary Giraulo commented  ·   ·  Report

    Also... I tried to test it again today, and it seems like the emails aren't sending at all now. I made three changes to the same organization before 11am this morning (saving each time), and at 1:30 the emails are still missing (to the primary contact AND the administrator).

  • Mary Giraulo commented  ·   ·  Report

    Here's the weird part: I did make a customized email template. To test how it all worked, I set up the template first (on Nov 18), made a change to a test organization, and looked at what emails came through (they take a while...). Unfortunately, the email template did not go to the primary contact, but only to the administrator - and the primary contact got the standard system-generated email. So I posted this request for some plain-language changes to the standard email. But now I see that the email template is supposed to go to the primary contact as well, so I suspect it's a bug...

  • Chris Dahl commented  ·   ·  Report

    Hi Mary,

    Thanks a lot for the suggestion - as usual with your suggestions, it makes a lot of sense. Two things ... first, this was intended as a somewhat stop-gap measure until we had better auditing in place (which I hope to have sometime in January of 2016), but I certainly understand how we can improve it for the primary contact. Second, as we work on the better auditing, I'll see what we can do to make the text more clear. Not sure if we'll be able to do much with the "reply-to" in the short-term. And quite frankly, I'm guessing there will be continued feedback about this ... such as allowing the primary contact to add other users, see the auditing, etc. And as we eventually get Email Merge functionality in place, we'll have some more options

    I kind of look at this as a medium-priority ongoing feature that we'll be working on for some time. One question - have you looked at having a customized email template for these changes? I think that'd go a ways toward addressing your concerns. Let me know if you see issues with that approach, and thanks again!
    -chris