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'.
You can also consult an example of every email (English only) over here:

Automated emails.pdf

Email	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 Automated emails.pdf	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