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Email Communications: Variables Reference Guide

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Stacey Sveum
Stacey Sveum
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Contents

Overview

This guide lists all available variables you can use in an award cycle’s email communications in Next.
 

Key Terms

Here are a few terms you’ll see throughout this article. 

Term What It Means
Trigger The action that sends an email (e.g., applicant clicks "Submit").
Template The email content that gets sent (Found in the Template Library).
Variable A “fill-in-the-blank” tag (like {{applicantName}}) you can add to a template. The system replaces with real information when the email is sent
Template Library

The “filing cabinet,” where you view, create, and manage email templates.

  • To access: Open the Award Cycle > Go to Communications > Template Library

➡️Learn more here: How to Manage Your Email Communications Template Library
Setup 

The “control center,” where you choose which emails send and when. 

  • To access: Open the Award Cycle > Go to Communications > Setup. 

➡️Learn more here: How to Manage Your Email Communications Setup

What are Email Communications Variables? 

Variables are “fill-in-the-blank” tags you can insert into your email communication templates. They act like placeholders–when the email sends, the system replaces the variable with real information (like names or deadlines).

  • Example: “Dear {{applicantName}}”  becomes "Dear John Doe.” 

How Variables Work

  1. Add the variable to your template. 
    • In the award cycle, go to Communications > Email Template Library. 
    • Create a new template. 
    • When writing your template, click on a variable at the bottom of the screen to insert it into your message; it will appear like this: {{applicantName}}.

➜ For a full walkthrough, see ➡️Create a New Template

  1. Link the template to a trigger condition. 
    • In the award cycle, go to Communications >  Setup. 
    • Click Setup within the workflow phase you want to access. 
    • Add your template to the relevant trigger. 
       
  2. System fills in the details. When that trigger happens, the system "swaps" the placeholder with real information and sends the email.

➜ For a full walkthrough, see ➡️Add an Email Template

⚠️Important Notes

  • Variables always appear inside double curly braces: {{variablename}}
     
  • Variables are case-sensitive. This means, {{Deadline}} and {{deadline}} are seen as different things, so make sure you’re using the variable that auto-populates when you add it to the email template. 
     
  • Some variables only apply to Individual applicants, others only to Organizations. 
    • If a variable doesn’t apply to a recipient (e.g., an organization variable used for an email that goes out to an individual), that field will appear blank in their email.

Variables Reference Table

Table Key

  • Variable Button Text: The text on the button you click in the Email Template Creator. 
  • Variable Value: The tag (like {{applicantName}}) that appears in your email template. The system replaces this with real information when the email is sent.
  • Descriptions: What data the variable pulls from the system. 
  • Triggers it Can Be Used For: Which email triggers work with the variable. (Not all variables work with every trigger)

Intake Phase Variables

These variables are available for email communication templates sent during the Intake phase of your workflow.


 

Variable Button Text Variable Value  Individual Applicant Description Organization Applicant Description Trigger(s) it Can Be Used For

🔍For trigger definitions, ➡️Intake Communications: Email Trigger Guide. 

+Applicant Name 

 {{applicantName}} Applicant’s first and last name in the profile  Organization name in the profile Any Intake trigger

+Program Name

 {{programName}} Name of the program Name of the program Any Intake trigger

+Intake Deadline

 {[intakeDeadline}} Intake deadline date set in the workflow builder Intake deadline date set in the workflow builder

“Deadline”

“Recommendation Reminder”

“Recommendation Reminder”

“Recommendation Request”


 

“Revision Requested”

+Organization
Name

{{organization
Name}} 		Name of the Organization in the Next portal Name of the Organization in the Next portal Any Intake trigger

+Intake Round Name

 {{intakeRound
Name}} 		Name of the Intake Round in the workflow builder Name of the Intake Round in the workflow builder “Next Round Open”

+Date Sent

 {{dateSent}} Date the email was sent Date the email was sent Any Intake trigger

+Intake Form Name

 {{intakeFormName}} Name of the Intake Form Name of the Intake Form

“Application Submitted”

“Next Round Open”

+Profile Organization Name

(for Organization Applicants)

 {{profile
OrganizationName}} 		⚠️Does not exist: If used in an individual applicant email, the value will not be pulled Applicant Organization name from the profile Any Intake trigger

+Requestee Name

 {{requesteeName}} Name of the individual receiving the request Name of the individual receiving the request

“Recommendation Request”

“Recommendation Reminder” 

“Recommendation Submitted”

 

+Request Form Name 

 {{requestForm
Name}} 		Name of the requestor Name of the requestor

“Recommendation Reminder” 

“Recommendation Request”

“Recommendation Submitted”

+Edited Fields 

 {{editedFields}} The Intake Form fields edited by an Admin.  The Intake Form fields edited by an Admin.  “Application Edited”

 

Review Phase Variables

These variables are available for email communication templates sent during the Review phase of your workflow. 

Variable Button Text Variable Value  Reviewer Description

Trigger(s) it Can Be Used For 

🔍For trigger definitions, see ➡️Review Communications: Email Trigger Guide.

+Applicant Name

 {{applicantName}}

Individual Applicants: First and last name from profile

Organization Applicants: Organization name from profile

 Any Review trigger

+Program Name

 {{programName}} Name of the program Any Review trigger

+Review Deadline

 {[reviewDeadline}} Review Round deadline date set in the workflow builder “Deadline”

+Organization
Name

{{organizationName}} Name of the Organization in the Next portal Any Review trigger

+Review Round
Name

{{reviewRound
Name}} 		Name of the Review Round in the workflow builder Any Review trigger 

+Profile Organization Name
 

(for Organization Applicants)

 {{profileOrganization
Name}}

Organization Applicants: Applicant Organization name from the profile

Individual Applicants: ⚠️ Does not exist - If used in an individual applicant email, the value will not be pulled

 Any Review trigger

+Reviewer Name

 {{reviewerName}} Name of the Reviewer Any Review trigger

+Review Assignment Count

 {{reviewAsssignment
Count}} 		Number of Review Assignments assigned to the Reviewer in a Review Round “Review Round Started”

+Review Assignment Date

 {{reviewAssignment
Date}} 		Date the review assignment was made

“Review Assignment Deadline”

“Review Round Started”

+Program Manager Name

 {{programManager
Name}} 		Name of user with Program Manager role Any Review trigger where the Program Manager is the recipient. 

+Edited Fields

 {{editedFields}} The Intake Form fields edited by an Admin.  “Application Edited”

Award Phase Variables

These variables are available for email communication templates sent during the Award phase of your workflow.

Variable Button Text Variable Value  Individual Applicant Description Organization Applicant Description

Trigger(s) it Can Be Used For 

🔍For trigger definitions, see ➡️Award Communications: Email Trigger Guide.

+Applicant
Name

{{applicantName}} First and last name from profile  Organization’s name from profile Any Award trigger

+Program Name

 {{programName}} Name of the program Name of the program Any Award trigger

+Award Name

 {{awardName}} Name of Award Name of Award Any Award trigger 

+Cycle Name

 {{cycleName}} Name of the award cycle Name of the award cycle Any Award trigger

+Organization Name

 {{organization
Name}} 		Name of the Organization in the Next portal Name of your Organization in your Next portal Any Award trigger

+Profile Organization
Name

(for Organization Applicants)

 {{profile
Organization
Name}} 		⚠️Does not exist: If used in an individual applicant email, a value will not be pulled Applicant Organization name from the profile  Any Award trigger

Post Award Phase Variables

These variables are available for email communication templates sent during the Post Award phase of your workflow. 

Variable Button Text Variable Value  Individual Applicant Description Organization Applicant Description

Trigger(s) it Can Be Used For 

🔍 For trigger definitions, see ➡️Post Award Communications: Email Trigger Guide

+Awardee Name

 {{awardee
Name}} 		Applicant’s first and last name from profile  Organization’s name from profile Any Post Award trigger

+Program Name

 {{program
Name}} 		Name of the program Name of the program Any Post Award trigger

+Report Name

 {{reportName}} Name of Progress Report from the Award Agreement Name of Progress Report from the Award Agreement Any “Report” trigger

+Due Date

 {{dueDate}} Date the Progress Report is due from the reporting schedule in the Award Agreement

Date the Progress Report is due from the reporting schedule in the Award Agreement


 

“Report Reminder”


 

“Report Assigned”

+Cycle Name

 {{cycleName}} Name of the award cycle Name of the award cycle Any Post Award trigger

+Submitted At 

 {{submittedAt}} Date and time a Progress Report was submitted  Date and time a Progress Report was submitted  “Report Submitted”

+Award Name

 {{awardName}} Name of Award Name of Award Any Post Award trigger

+reportsList

 {{reportsList}}

List of Progress Reports assigned to awardee 


 

 List of Progress Reports assigned to awardee 

“Report Assigned”

📌Note: This is for progress reports assigned via the “Bulk Disbursement" feature. Learn more here ➡️ Add Disbursements After Award Acceptance

 

Related Articles

➡️How to Manage Your Email Communications Template Library
➡️Email Communications: Default Setup & Recommendations
➡️How to Manage Your Email Communications Setup

 

 

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