Create Auto-Generated Emails with Status Mailers

1. Go to the Grant Manager tab and choose the Status Mailer subtab.

2. Select your Program and Cycle from the dropdown menu.

3. Click the Add new Status Mailer button.

4. Complete the required details:

   1. Email Title

   2. Application Status that sends the email

   3. Email Subject

   4. Email Body

5. Include a BCC address to receive a notification copy.

6. Choose to Include PDF Link to the application or report (optional).

7. Click the Add button at the bottom of the page to save your text.

💡 Tip: Set the status to Inactive if you need to temporarily disable the mailer without deleting it.

💡 Tip: All system emails come from noreply@gosmart.org. We suggest telling applicants to save this email address so your messages don't go to spam.

🎥 30-second video showing a user navigating to the Status Mailer tab from the Grant Manager tab and then creating a 'Received' status mailer.

Cloning and Management

📝Notes:

• If you use the Create New Program/Cycle buttons, the system will copy your old status mailers and keep them turned on. You must update these copied emails, because the dates and details might be old.

• If you have more than one active status mailer per status, all will be sent when that status is met.

• Edit an existing status mailer by clicking the blue ✏️ (pencil icon).

• Delete an existing status mailer by clicking the red 🗑 (trash icon).

💡 Tips:

• View this tutorial to learn more about all statuses. 

• Adding yourself as a BCC recipient is the best way to track exactly when applicants submit their work.

• Most admin create a "Received" status mailer for submissions, but you can make one for any status you choose.

PDF Links

Applicants can download PDFs of their forms and submissions at any time from their applicant portal. They are also prompted to download a copy upon submission. You can include a link to their PDF in a status mailer and encourage that they download and save a copy for their records. The link will never expire, but the contents that opens will always be the live version, not a historical archive of submissions.

Selecting Yes for the Include PDF Link dropdown will link to the main Application, with only three exceptions:

• Intent to Apply statuses (Started, Received, and Approved) link to the Intent to Apply form.

• Interim Report Received links to the Interim Report form.

• Final Report Received links to the Final Report form.