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The Card Documents Menu of the Admin Panel contains options to control several things within the system including system letters, system emails, the documents available per each Record Type, and API Alerts.


Letters

Letters are documents that can contain dynamic information pulls (i.e. pulling in the Grantee Principal Investigator's name and email address, etc.) and can be generated either manually or automatically based off of the record moving to a certain status.


Fluxx has a good article about letters that can be found here: https://fluxxdev.atlassian.net/servicedesk/customer/portal/1/article/1796081221?src=-976765691


The screenshot below highlights some important items from the Letters screen. See beneath the screenshot for descriptions of those highlighted items.

  1. Box # 1: Shows the Card Documents menu selected from the main Admin Panel Menu.
  2. Box # 2: Shows the Record Type currently selected; in this screenshot, we're looking at the Grant Request Record Type.
  3. Box # 3: Shows the Letters tab currently selected.
  4. Box # 4: Shows the Letter that you currently have selected. You can tell which Letter is currently selected NOT ONLY based off of the name (match name of Letter with "Name" from box # 5), BUT ALSO from the slim green line that appears to the LEFT of the Letter name.
  5. Box # 5: Shows the name of the Letter currently selected. This can be edited here without causing system issues.
  6. Box # 6: Shows the Letter Template currently applied to this letter; this section also allows you to restore a previous version or upload a new version of this Letter Template.
  7. Box # 7: Shows four different settings related to the letter:
    1. Generate State: If you want your letter to generate automatically at a specific status, select that status here.
    2. Document Type: To ensure proper visibility of your letter template, you must specify a document type you have previously configured.
    3. Category: Corresponds to the document category. This allows you to determine which 'document storage' box to use (i.e. a grantee-visible one or an employee-only one).
    4. Display in the ad-hoc document/letter generation list?: Check this box if you want this letter to appear as an option in the generated letters of the document component of your card.
  8. Box # 8: Shows where you can generate a New Letter if so desired.
  9. Box # 9: Shows where you can delete the currently selected Letter.

Emails

The emails tab of the Card Documents menu allows you to configure/edit/delete automatic system emails. It is therefore the most important tab used by the WPP of the Card Documents Admin Panel menu.

Before You Go On...

Fluxx has a great article discussing all of this that can be found here: https://fluxxdev.atlassian.net/servicedesk/customer/portal/1/article/1795951428?src=-1634618103

Emails Tab Overview – First Settings

See the screenshot below to see the highlighted items from the Emails tab and beneath the screenshot for descriptions of those highlighted items.

  1. Box # 1: Shows the Emails tab selected.
  2. Box # 2: Shows the Email that you currently have selected. You can tell which Email is currently selected NOT ONLY based off of the name (match name of Email with "Name" from box # 4), BUT ALSO from the slim green line that appears to the LEFT of the Email name.
  3. Box # 3: Shows two very important checkboxes that control whether or not (1) the email is active and (2) the email will send automatically and bypass the email queue.
    1. Alert Enabled Checkbox: Determines whether or not the Email alert is Enabled. If checked, the email is considered Enabled and can be sent. If NOT checked, then the email will not send even if the criteria are met.
    2. Automatically Send Checkbox: Determines whether or not the Email will go to the Email Queue when it 'triggers' (see the section below for email triggering). If NOT checked, when the email is triggered it will go to the Email Queue and will need to be manually pushed out of the queue by a user. If the checkbox IS checked, then, when triggered, the email will completely skip the email queue and be sent directly to the selected recipients.
  4. Box # 4: Shows the internal Name of the email alert. This can be changed at any time without breaking/impacting anything in the system (except for the name of this email alert as it appears in the list of email alerts for the selected Record Type).
  5. Box # 5: Shows the Request Type. This is only an option on the Grant Requests Record Type; it allows you to choose from Requests (Applications), Granted Requests (Awarded Grants), or Both (Applications and Fully Awarded Grants).
  6. Box # 6: Shows where you can edit the Subject Line of the email message. Note: This is the ONLY part of the email message where you CANNOT pull in dynamic information (i.e. Project Title from a Grant Application). Therefore, subject lines should be as generic as possible.
  7. Box # 7: Shows where the text for the Body of the Email is configured. To edit the text here, click on the button "Edit Text." Editing Email body text is the same as editing text in Forms. See "Editing Text" for more information.
  8. Box # 8: Shows the Scroll Bar that you can and should use to view more email settings. One needs to scroll down in order to see the additional settings.
  9. Box # 9: Shows where you can delete this email alert.
  10. Box # 10: Shows where you can save your work on the email alert. Note: You need to Save this record after making any changes in order for those changes to be applied; if you close this page/switch to another after making changes without previously clicking on the Save button, all unsaved changes will be discarded.
  11. Box # 11: Shows where you can create a New Email Alert for this given Record Type (in this screenshot, Grant Requests).

Additional Settings

The settings described above allow you to Enable/Disable the email, send it automatically (skipping the queue), send it for only specific records (i.e. Grants, Applications, or Both), and change the subject line and body of the email. Other settings are available to determine to whom should be sent and when it should be sent.

The screenshot below is taken after scrolling down on the "Attributes" tab using the scroll bar called out in box # 8 from the screenshot above. See the screenshot for highlighted items and beneath the screenshot for descriptions of said items.

  1. Box # 1: Shows where you can configure hard-coded CC and BCC email addresses. These have to be typed in manually, and if multiple emails addresses are desired in one box (i.e. two email addresses in the CC Email Addresses) then the email addresses must be comma-separated.
  2. Box # 2: Shows the "Recipients" box that displays a list of all users in the system marked as "Employees" to allow you to send emails to specific employees if so desired. If it desired to select multiple employees to send the email alert to, then CTRL + Clicking will allow you to select multiple users from the list. Alternatively, Shift + Clicking will perform an inclusive selection (i.e. selecting every user between two records including the starting and ending record).
  3. Box # 3: Shows the "User Relationship Fields" allowing you to send this email alert dynamically to users based off of their relationship to the record. For example, you can send email to the last person who Updated the record (though this particular relationship is not recommended for use in email alerts).

Continuing to scroll down, more settings appear for the email recipients and for the trigger mechanism of the alert. See the screenshot below for more highlighted items and beneath it for descriptions of those items.

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