Contents

• Overview

• What Is Program Inbox

• ⚠️Before You Begin

• Step-By-Step Instructions

  • Set Up Program Inbox
  • Authorize Your Email
  • Send Emails from Program Inbox
  • Access and Manage Program Inbox

• For Applicants

Overview

This step-by-step guide shows Organization Owners, Program Owners (PO), and Program Managers (PM) how to set up and use Program Inbox to send one-off emails to applicants and awardees.

• You'll learn:
  • What Program Inbox is and who can use it
  • How to set up and authorize your email
  • How to send emails to applicants and awardees
  • How to manage your inbox

💡 Looking for automated emails? If you need to set up automatic email templates that trigger based on events, see this article and video ➡️ How to Manage Your Email Communications Setup.
 

What is Program Inbox?

Program Inbox allows you and your team to send individual emails and manage correspondence with applicants and awardees at the Program level.

• Privacy Protection: Team members can only see emails sent or received through Program Inbox within Submittable Next. If you use an individual's email, their other inbox contents remain private.

⚠️Before You Begin

• Program Inbox only works with business email accounts from Microsoft 365 and Google Workspace only.
• Personal email accounts (like @gmail.com, @outlook.com, or @hotmail.com) are not supported.
• Only one email account can be associated with each Program Inbox.
• The email must be a real, validated account (not an alias) that can be authorized.
• You can use either a shared administrative email or an individual employee's email.

Step-By-Step Instructions

Set Up Program Inbox

1. Navigate to the Program where you want to set up an inbox.
2. Use the action on the dashboard to jump to Program Settings

3. Or within the program, select Program Settings

4. Page opens to Program Setup. 
5. Select carrot drop down on Program Inbox.
6. Enter the email address for the inbox.
7. Click Authorize.

Authorize Your Email

1. Log in to your Google or Microsoft account when prompted.

2. Complete the authorization:

• Microsoft 365 users: You may need to approve the sign-in request through your Microsoft Authenticator app if your organization uses multi-factor authentication.
• Google Workspace users: You'll see a request to allow the nylas.com integration. Click "Allow" to continue.

💡 Tip: You can revoke access at any time and change to another email address by returning to Program Settings > Program Setup > Program Inbox.
 

Send Emails from Program Inbox

External emails may be sent while an application is active in any stage.

1. Open the application you want to send an email about.
2. Click the envelope icon in the application view.

• You'll also find the email icon on Award Recipients and in Post Award.

3. Compose your email:
   • To: Automatically populated with the applicant's email address
   • CC/BCC: Add additional recipients as needed
   • Subject: Enter your subject line
   • Message: Type your message
4. Click Send or Save as Draft.

⚠️Organization Applications: Only the Profile Owner and Lead Applicant receive Program Inbox messages directly. Other team members will not automatically receive these messages unless they are added as CC or BCC recipients.
 

Access and Manage Program Inbox

1. Navigate to your Program.
2. Click Program Inbox in the left-hand navigation menu.

The inbox displays emails sorted into the following tabs:

• Inbox - All emails sent and received
• Draft - All draft emails
• Sent - All sent emails
• All Mails - All emails

Filter Emails

You can filter emails in any tab by:

• Program Cycle
• Date Range
• Read status
• Unread status

Manage Individual Emails:

1. Click a recipient's name to open an email.
2. Choose an action:
   • Archive - Move to archive
   • Mark as Read - Change read status
   • Delete - Remove email
   • Reply - Respond to the sender
   • Forward - Send to another recipient
      

For Applicants

• Applicants and awardees will not have access to an in-platform inbox within the portal. 
• All communications initiated through Program Inbox will be delivered exclusively via email to the applicant or awardee's registered email address.

• Applicants and awardees can reply to these emails using their standard email client, and their responses will appear in your Program Inbox within Submittable Next.

  
  
   

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