This function is accessible from the assessment list menu (for emails that pertain to the current assessment) and from the main menu, which shows all emails, including a small number that are not assessment related.
All Email templates are listed in this section. Emails can be fully customized and branded by you. You can (and should) make them come from your organization by setting up login details (on the Settings form) to your organization's SMTP server. (Read here for more information on how to achieve this.)
- The Assessment this email template is attached to. If the email is not attached to an assessment (e.g. the change password email template) then select --- Global ---
- The Email Type (as specified in the table below).
- The Assessment Report only appears for the Completion Email Type. If you have multiple Assessment Reports you can specify which report should be attached to this email. By Default, all reports will appear on the same email.
- The Subject line of the email. The subject may contain merge strings in the format of the table below.
- The number of days after Response Create only appears on Reminder emails. You can have multiple reminder emails, each specified with a different number of days.
- The Days before Completion only appears on Reminder emails as an alternative to the Days after Response Create. This is only valid where the response is part of a cohort. You can have multiple reminder emails, each specified with a different number of days.
- The Customer Type for this email template. If selected, this value must match the Customer type on the response. This allows you to word your email differently depending on the Customer Type. Read more about Customer Types)
- The text of the email. The text will normally include a link for the respondent to enter the assessment – and is denoted {ResponseLink} You have a full HTML editor to format the email exactly how you wish, including images.
- The Merge Fields button lists all of the available merge fields for this email type. Selecting a merge string will insert the formatted merge string where the cursor currently is in the text.
The available merge fields for all template types are:
|
Merge String |
Comments |
|
{Response.FirstName} or {FirstName} |
First Name |
|
{Response.LastName} or {LastName} |
Last Name |
|
{Response.BusinessName} or {BusinessName} |
Business Name |
Others Merge Strings are dependent on the type and are documented below.
Email Types for Responses
All of these email types are linked to an assessment.
|
Email Type |
Generated when: |
|
Welcome |
-A response is created. If the response is created using the Response Add or CSV upload, the email is sent immediately. -If a response is created automatically due to an external link (usually from your website) being used, the Welcome email is generated when the first section with the email address included is saved (by clicking Next or Save Progress). Note- For this to work it needs to be on the first section of the assessment. -The {ResponseLink} merge field will include a link directly to the Response. |
|
Auto Reminder |
The response hasn’t been completed x days after the response was created or x days before completion (valid for responses linked to Cohort Initiations only). The {ResponseLink} merge field will include a link directly to the Response. |
|
Manual Reminder |
A manual reminder is sent from the Response List screen (by clicking the Groups button). Manual Reminders are sent to responses for a group where the responses haven't been completed. The {ResponseLink} merge field will include a link directly to the Response. |
|
Completion |
The response is completed (when the Finish key is clicked for the last section of the assessment. This email is only sent if the Email Report On Completion checkbox is selected on the Assessment. The {AdditionalReports} link can be used if Additional Reports are available |
|
Feedback Followup |
Sent by the system x days after the Feedback report is generated. Where x is the specified days after Completion. The {AdditionalReports} link can be used if Additional Reports are available |
Email Types for Cohort Initiations
All of these email types are linked to an assessment.
|
Email Type |
Generated when: |
|
Welcome Cohort Initiation |
This template is used when a Cohort subject is invited to initiate their Cohort assessment. This may be a 360 Feedback assessment but is not limited to that. The {CohortLink} merge field provides a link to the Cohort Invite Respondents screen. {CompletionDate} will display the specified closing date for the Cohort Initiation. |
|
Cohort Initiation Auto Reminder |
This template is used to send reminders to Cohort subjects invited to initiate their Cohort assessment. The {CohortLink} merge field provides a link to the Cohort Invite Respondents screen. {CompletionDate} will display the specified closing date for the Cohort Initiation. |
|
Welcome Cohort Respondent |
This template is used when a Cohort subject (or contact) or an administrator (or manager) invites respondents to respond to a Cohort assessment. The {CohortLink} merge field provides a link to the Response Screen. {CompletionDate} will display the specified closing date for the Cohort Initiation, and {Subject} will display the name of the subject of the Cohort Report (often used for 360 Feedback). |
|
Cohort Paid |
This Template is used when payment is received for a Cohort Initiation. It includes the {CohortLink} merge field to provide a link back to the initiation they have paid for. The workflow is for the system to take them straight to the initiation, so this Link is only required if they want to reenter the initiation screens at a later point. |
|
Cohort Progress Report |
This template can be set up to send the contact for the cohort progress reports of how many respondents have completed a response, by role. The Progress Table merge string retrieves the information and displays it in tabular format. It should be on a line of its own, with text above and below, as required. |
|
Cohort Report |
This email is sent to the subject with the Cohort Report attached when:
The Cohort Report sent is specified on the Cohort Initiation. |
|
Cohort Complete Follow Up |
This email type is used to follow up after the Cohort is complete. It may be used to market reassessments or other assessments. You may have any number of follow-ups at specified intervals after completion. |
Administration Email Types
All of these email types are NOT linked to an assessment.
|
Email Type |
Generated when: |
|
Respondent Welcome |
A new respondent is added either manually or by CSV Upload. It is not generated when a respondent is generated automatically by the system as part of creating a response. The {Reference} merge field will include a link to register on the Respondent Portal |
|
Admin/Manager Welcome |
When a new Administrator or Assessment Manager is added, you can send them an email, which will allow them to set their password. The {Reference} merge field will include a link to register on the system |
|
Forgotten Password |
This template is used when the user uses the Forgot Password functionality on the login screen. The merge text of {Reference} will create a URL to take the user to the assign new password function. |
Email Types for Responses to Phased Assessments
These email types are used in addition to the normal Response email templates. They are all linked to assessments.
|
Email Type |
Generated when: |
|
Phase Welcome |
A phased assessment response has a phase completed, and the next phase is ready to start. The {Reference} merge field will include a link directly to the correct section in the Response. |
|
Phase Completion |
A phased assessment response has a phase completed. If there is a report associated with the completion of this phase, it will be attached. Report Templates for Phase Completion are loaded on the last section for the phase. |
Email Types for Training Certification
These email types are only used if Brilliant Assessments is being used for Training Certification. They are all linked to assessments.
|
Email Type |
Generated when: |
|
Completion - Certified |
Sends the Completion email when the user has been certified. Only applies if the Certifications Issued checkbox is selected. As well as sending the Report it also attaches the Certificate. |
|
Completion - Uncertified |
Sends the Completion email when the user has not been certified. Only applies if the Certifications Issued checkbox is selected. Only sends the Report - the Certificate is not included. |
|
Failed Assessment Resit |
This template is only used if the Certifications Issued checkbox is selected on the Settings table. The days after the assessment that this email will be sent automatically is set on the assessment table |
|
Recertify Assessment Resit |
This template is only used if the Certifications Issued checkbox is selected on the Settings table. The days after the assessment that this email will be sent automatically is set on the assessment table |
Emails are only sent when
- There is a Template with the correct email Type linked to the assessment being used (except for Admin emails templates).
- There is a template with the same customer type as is on the response (or default).
- The Assessment table “Assessor Answers” indicator if off (Read more about Add/Modify Assessments).
- For the Completion report, the Assessment table “Email Report on Completion” indicator if on (Read more about Add/Modify Assessments).
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