In this article, we'll cover the following questions:
What are automated emails?
How do we use them?
What emails are sent out when?
1. What are automated emails?
Automated emails are emails sent out automatically to a specific group of users or all users. They are triggered by their own actions, actions by others or events happening on your platform.
2. How do we use them?
Automated emails on your platform are used for 2 objectives:
Informing your users about what's happening on the platform when they're not there.
Making sure they find their way back to the platform at the right time.
They are never used as marketing tool, but simply to ensure a proper functioning of your platform.
We continuously monitor our existing automated emails. Are the emails engaging enough? Do people unsubscribe? Based on that information, we take action:
we change the email content,
we group similar emails in 1 email,
we tweak the conditions for an email to be sent out
Some automated emails can be disabled for all users. These are the emails you'll find in 'Emails >> Automated' with an active toggle. Why can't you disable the others? Because experience has shown us that these are crucial for a proper basic functioning of your platform. More info on updating the settings of your automatic e-mails can be found here.
Do you want to send other emails as well? Perfect! That's what the custom emails in 'Emails >> Custom' are for. More info can be found here.
Each user can also individually choose which emails to receive and which not. This can be done in 2 ways:
Unsubscribing directly from within each email
Deactivating each email on his or her profile page on the platform
3. What emails are sent out and when?
Below, you'll find a dummy example of every email listed in 'Emails >> Automated'.
Who? | When? | |
When an idea is published in a project I can moderate | Only for admins and project managers of the project the idea has been posted in | Every time someone posts an idea |
When a new comment was written in a project I can moderate | Only for admins and project managers of the project the comment has been posted in | Every time someone adds a comment to an idea
|
When the status of an idea the user voted for has been changed | All non-admin users | When you changed the status of an idea they voted for |
When the status of an idea the user commented on has been changed | All non-admin users | When you changed the status of an idea they commented on |
When a new comment has been placed on an idea the user voted for | All non-admin users | When someone commented on an idea they voted for |
When a new comment has been placed on an idea the user commented on | All non-admin users | When someone else commented on an idea they commented on before |
When a user gets invited to the platform | All non-admin users | When you've sent them an invitation from the platform |
A weekly overview of the activity on the platform (for citizens) | All users | Every week when ideas have been added to the platform |
A weekly overview of the activity on the platform (only for project managers) | Only for project managers | Every week |
A weekly overview of the activity on the platform (only for administrators) | Only for admins | Every week |
When my idea gets published | All users | After publishing their second, third, fourth, ... idea |
When a user’s first idea gets published | All users | After publishing their first idea on the platform |
When a user requests a password reset | All users | After indicating they forgot their user password |
When a user registers on the platform | All users | After completing their registration on the platform |
When a user accepts my invitation | Only for admins | After a user accepted the invitation you've sent out from the platform. |
When a user is given project moderation rights | All users | After receiving project moderation rights for a specific project on the platform. |
When a user is given admin rights | All users | After receiving admin rights to enable them to manage the whole platform. |
When an admin deletes my comment | All users | After you deleted their comment. |
When a user is mentioned in a comment | All users | After someone tagged them with '@name' in a comment. |
When the status of my idea changes | All non-admin users | When you changed the status of an idea of which they are the author |
When a user marks an idea as spam (for administrators and project managers)
| Only admins and project managers of the respective project | After a user marked a specific idea as spam |
When a user marks a comment as spam (for administrators and project managers) | Only admins and project managers of the respective project | After a user marked a specific comment as spam |
When a user receives a reply on their idea | All users | After someone else commented on the idea they are the author of |
When a user receives a reply on their comment | All users | After someone else replied to a comment they are the author of |