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Post Award Communications: Email Trigger Guide

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Micall Searles
Micall Searles
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Contents

Overview

This guide lists all Post Award email communications trigger conditions in Next, including a description of the trigger, if the email is set up by default, who receives it, when it can be sent, and the associated templates.

You can manage your email setup under the Communications tab in the award cycle.  

📌Note: This article focuses on emails you can manage. Some emails are system-generated and cannot be customized. See a full list here. 

Post Award Email Communications 

To access the setup for Post Award emails: 

  1. In the Award Cycle, click Communications > Setup
     

     

  2. On the Communication Setup page, click the Post Award tab, then click Setup in the upper-right corner.


     

Trigger Reference Table

Table Key

  • Trigger: The action in the system that causes the email to send.
     
  • Set Up By Default? – Shows whether the email is automatically included in a cycle’s setup.
    • ✅ Yes: The email is already set up and will send automatically.
    • ❌ No: You must add the email yourself in Communications > Setup.
  • Recipients: The people who receive the email.
     
  • Email Template Name: The name of the email template linked to that trigger.
     
  • Available Timing: When the email can send:
     
    • Immediate:  Sends as soon as the trigger happens. 
      ⚠️All the default emails use “Immediate” timing. 
       
    • Schedule > Before: Sends X  number of days before the trigger happens.
    • Schedule > After: Sends X number of days after the trigger happens.
      ⚠️If you want to send Before/After emails, you must add them to your setup. 

Post Award Communications: Progress Report Emails 

Trigger  Set Up By Default? Recipients Email Template Name Available Timing

Report Approved

Sent when an Admin approves an awardee’s progress report

 ✅ Yes 
(Immediate only)

Individual 
Awardee

Organization Awardee

 “Report Approved” Immediate + After

Report Assigned

Sent when a new disbursement (added through the Bulk Disbursement feature*) includes one or more progress reports 

*Learn more about the Bulk Disbursement feature here ➡️  Add Disbursements After Award Acceptance


 

 ✅ Yes 
(Immediate only)

Individual 
Awardee

Organization Awardee

“Report Assigned: Individual Awardee”

“Report Assigned: Organization Awardee”

 Immediate + After

Report Rejected

Sent when an Admin rejects an awardee’s progress report

 ✅ Yes 
(Immediate only)

Individual 
Awardee

Organization Awardee

 “Report Rejected” Immediate + After

Report Reminder

Sent when an awardee has an upcoming progress report due date

📌Note: This will send even if they’ve already submitted the report. 

 ❌ No

Individual 
Awardee

Organization Awardee

 “Report Reminder” Before + After

Report Revision Requested 

Sent when an Admin submits a Progress Report Revision request* 

*Learn more about Progress Report Revisions here ➡️How to Request Revisions on a Progress Report

 ✅ Yes 
(Immediate only)

Individual 
Awardee

Organization Awardee

“Report Revision Requested: Individual Awardee”

“Report Revision Requested: Org Awardee”

 Immediate + After

Report Submitted

Sent when an awardee submits a progress report

 ❌ No

Individual 
Awardee

Organization Awardee

 There is currently no template associated with this. You can create one, if desired.   

Post Award Communications: Amendment Emails 

Trigger  Set Up By Default? Recipients Email Template Name Available Timing
ADMIN ACTIONS
Emails triggered when a Program Admin initiates or responds to an amendment. 

Amendment Proposed

Sent when an Admin sends a new amendment request to the awardee for review

✅ Yes 
(Immediate only)



 

Individual 
Awardee

Organization Awardee

“Amendment Notified: Individual Awardee”

“Amendment Notified: Org Awardee”

 Immediate + After

Amendment Denied

Sent when an Admin denies an amendment request submitted by the awardee

 ✅ Yes 
(Immediate only)

Individual 
Awardee

Organization Awardee

“Amendment Denied: Individual Awardee”

“Amendment Denied: Org Awardee”

 Immediate + After

Amendment Need Clarification

Sent when an Admin asks the awardee to add more details to an amendment request 

 ✅ Yes 
(Immediate only)

Individual 
Awardee

Organization Awardee

“Amendment Need Clarification: Individual Awardee”

“Amendment Need Clarification:  Org Awardee”

 Immediate + After
AWARDEE RESPONSES TO ADMIN
Emails triggered when an Awardee responds to an amendment initiated by an Admin.

Amendment Accepted

Sent when an awardee accepts an amendment request sent by an Admin

✅ Yes 
(Immediate  to PO+PMs only) 

📌Note: You can also send an email to applicants, but it must be set up manually.

Program 
Owner (PO)

Program 
Manager (PM)

Individual 
Awardee

Organization Awardee


 

“Amendment Accepted: Program Owner”

“Amendment Accepted: Program Manager” 

Applicant Templates: 

- “Amendment Accepted: Individual Awardee”

- “Amendment Accepted: Org Awardee”

 Immediate + After

Amendment Declined

Sent when an awardee declines an amendment request from an Admin

✅ Yes 
(Immediate  to PO+PMs only) 

📌Note: You can also send an email to applicants, but it must be set up manually.

Program 
Owner (PO)

Program 
Manager (PM)

Individual
Awardee

Organization Awardee


 

“Amendment Declined: Program Owner”

“Amendment Declined: Program Manager” 
 

Applicant Templates: 

- “Amendment Declined: Individual Awardee”

- “Amendment Declined: Org Awardee”

 Immediate + After

Amendment Revision Requested 

Sent when an awardee requests revisions to an amendment sent by an Admin

✅ Yes 
(Immediate  to PO+PMs only) 

📌Note: You can also send an email to applicants, but it must be set up manually.

Program 
Owner (PO)

Program 
Manager (PM)

Individual
Awardee

Organization Awardee

“Amendment Revision Requested: Program Owner”

“Amendment Revision Requested: Program Manager” 
 

Applicant Templates:

- “Amendment Revision Requested: Individual Awardee”

- “Amendment Revision Requested:  Org Awardee”

 Immediate + After

Amendment Clarification Submitted

Sent when an awardee responds to an Admin’s request for clarification

 ✅ Yes 
(Immediate only)

Program 
Owner (PO)

Program 
Manager (PM)

Individual
Awardee

Organization Awardee

“Amendment Clarification Submitted: Program Owner”

“Amendment Clarification Submitted:  Program Manager” 

“Amendment Clarification Submitted:  Individual Awardee”

“Amendment Clarification Submitted:  Org Awardee”

 Immediate + After
AWARDEE ACTIONS
Emails triggered when an Awardee initiates or updates their own amendment request*.

*Awardees can only request an amendment if “allow awardees to request amendments” is toggled to Yes in your Cycle Setup.

Amendment Submitted

Sent when an awardee requests an amendment

 ✅ Yes 
(Immediate only)

Program 
Owner (PO)

Program 
Manager (PM)

Individual
Awardee

Organization Awardee

“Amendment Submitted: Program Owner”

“Amendment Submitted: Program Manager” 

“Amendment Submitted: Individual Awardee”

“Amendment Submitted:  Org Awardee”

 Immediate + After

Amendment Resubmitted

Sent when an awardee adds more clarifications to their amendment request

✅ Yes 
(Immediate  to PO+PMs only) 

📌Note: You can also send an email to applicants, but it must be set up manually.

Program Owner (PO)

Program Manager (PM)

Individual Awardee

Organization Awardee

“Amendment Resubmitted: Program Owner”

“Amendment Resubmitted: Program Manager”
 

Applicant Templates: 

- “Amendment Resubmitted: Individual Awardee”

- “Amendment Resubmitted:  Org Awardee”

 Immediate + After

 

Related Articles

➡️Email Communications: Default Setup & Recommendations
➡️How to Manage Your Email Communications Template Library
➡️How to Manage Your Email Communications Setup
➡️Intake Communications: Email Trigger Guide
➡️Review Communications: Email Trigger Guide
➡️Award Communications: Email Trigger Guide

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