Contents
- Overview
- Access Post Award Email Communications
- Related Articles
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.
- For step-by-step instructions on how to manage your setup, see ➡️How to Manage Your Email Communications Setup.
This guide covers every email trigger available for the Post-Award stage in Next. If a feature isn't enabled for your organization or cycle, you won't need the triggers tied to it. In that case, we recommend removing those emails from your Setup for ease of use.
Use the Contents list above to jump to the trigger you want to review.
Access Post Award Email Communications
To access the setup for Post Award emails:
-
In Cycle Settings, click Communications in the top menu, then select Setup from the left menu.
- On the Setup page, click the Post Award tab, then click Setup in the upper-right corner.
Trigger Reference Tables
Viewing the Trigger Tables
Email triggers are grouped by category:
1. Click a category name to expand it and view the trigger table inside.
2. Review the table key below to understand each column.
3. Click the category name again to collapse it.
Table KeyEach trigger table uses these columns:
|
Post-Award Communications: Progress Report Emails
These emails are for programs that use progress reports. For easier communications management, feel free to remove any progress report emails you don’t need from your setup. You can always add them back if needed.
| Trigger | Set Up By Default? | Recipients | Email Template Name | Available Timing |
Report ApprovedSent when an admin approves an awardee’s progress report |
✅ Yes (Immediate only) |
Individual Organization Awardee |
“Report Approved” | Immediate + After |
Report AssignedSent 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 Organization Awardee |
“Report Assigned: Individual Awardee” “Report Assigned: Organization Awardee” |
Immediate + After |
Report RejectedSent when an admin rejects an awardee’s progress report |
✅ Yes (Immediate only) |
Individual Organization Awardee |
“Report Rejected” | Immediate + After |
Report ReminderSent before or after the report deadline |
❌ No |
Individual Organization Awardee |
“Report Reminder” | Before + After |
Report Revision RequestedSent 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 Organization Awardee |
“Report Revision Requested: Individual Awardee” “Report Revision Requested: Org Awardee” |
Immediate + After |
Report SubmittedSent when an awardee submits a progress report |
❌ No |
Individual Organization Awardee Program Manager Program Owner |
There is currently no template associated with this. You can create one, if desired. |
Post Award Communications: Amendment Emails
These emails relate to admin-initiated and applicant-initiated award agreement amendments. For easier communications management, feel free to remove any amendment emails you don’t need from your setup. You can always add them back if needed.
For more info about amendments, see:
➡️ Initiating General Amendments to Award Agreements
➡️Managing Awardee-Initiated Amendment Requests
| 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 ProposedSent when an admin sends a new amendment request to the awardee for review |
✅ Yes
|
Individual Organization Awardee |
“Amendment Notified: Individual Awardee” “Amendment Notified: Org Awardee” |
Immediate + After |
Amendment DeniedSent when an admin denies an amendment request submitted by the awardee |
✅ Yes (Immediate only) |
Individual Organization Awardee |
“Amendment Denied: Individual Awardee” “Amendment Denied: Org Awardee” |
Immediate + After |
Amendment Need ClarificationSent when an admin asks the awardee to add more details to an amendment request |
✅ Yes (Immediate only) |
Individual 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 AcceptedSent when an awardee accepts an amendment request sent by an admin |
✅ Yes 📌Note: You can also send an email to applicants, but it must be set up manually. |
Program Program Individual Organization Awardee
|
“Amendment Accepted: Program Owner” “Amendment Accepted: Program Manager” Applicant Templates: - “Amendment Accepted: Individual Awardee” - “Amendment Accepted: Org Awardee” |
Immediate + After |
Amendment DeclinedSent when an awardee declines an amendment request from an admin |
✅ Yes 📌Note: You can also send an email to applicants, but it must be set up manually. |
Program Program Individual Organization Awardee
|
“Amendment Declined: Program Owner” “Amendment Declined: Program Manager” Applicant Templates: - “Amendment Declined: Individual Awardee” - “Amendment Declined: Org Awardee” |
Immediate + After |
Amendment Revision RequestedSent when an awardee requests revisions to an amendment sent by an admin |
✅ Yes 📌Note: You can also send an email to applicants, but it must be set up manually. |
Program Program Individual 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 SubmittedSent when an awardee responds to an admin’s request for clarification |
✅ Yes (Immediate only) |
Program Program Individual 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 SubmittedSent when an awardee requests an amendment |
✅ Yes (Immediate only) |
Program Program Individual Organization Awardee |
“Amendment Submitted: Program Owner” “Amendment Submitted: Program Manager” “Amendment Submitted: Individual Awardee” “Amendment Submitted: Org Awardee” |
Immediate + After |
Amendment ResubmittedSent when an awardee adds more clarifications to their amendment request |
✅ Yes 📌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 |
Post-Award Communications: Disbursement Emails
These emails are for programs that use disbursements. For easier communications management, feel free to remove any disbursement emails you don’t need from your setup. You can always add them back if needed.
| Trigger | Set Up By Default? | Recipients | Email Template Name | Available Timing |
|
EMAILS TO APPROVERS Emails sent to Approvers reviewing a disbursement 📌Note: These emails apply only to organizations that have approvals enabled and set up in the cycle. Learn more here: ➡️ How to Set Up Approvals for Awarding, Disbursements & Reimbursements. | ||||
Disbursement Approval RequestedSent when an admin sends a disbursement for approval |
✅ Yes
|
Approver | "Disbursement Approval Requested: Approver" | Immediate |
Disbursement Approval ReminderSent when a disbursement approval request is still pending |
✅ Yes (3 days After assigned) |
Approver | “Disbursement Approval Reminder: Approver” | Immediate + After |
Disbursement Approval Deadline ReminderSent before or after the approval deadline |
✅ Yes (1 day Before deadline + 1 day After deadline) |
Approver | “Disbursement Approval Deadline Reminder: Approver” | Immediate + Before + After |
|
EMAILS TO ADMINS Emails sent to the Program Owner or Program Manager, updating them on the disbursement status | ||||
Disbursement Approved (Internal)Sent when the minimum number of required approvers approve the disbursement |
✅ Yes |
Program Program
|
“Disbursement Approved (Internal): Program Owner” "Disbursement Approved (Internal): Program Manager" |
Immediate |
Disbursement Rejected (Internal)Sent when the minimum number of required approvers reject the disbursement |
✅ Yes
|
Program Program
|
“Disbursement Rejected (Internal): Program Owner” "Disbursement Rejected (Internal): Program Manager" |
Immediate |
Disbursement FailedSent when a disbursement does not go through |
✅ Yes (Immediate only - this also goes to awardees) |
Program Program Individual Organization Awardee |
“Disbursement Failed: Program Owner" “Disbursement Failed: Program Manager" |
Immediate + After |
|
EMAILS TO AWARDEES Emails sent to the awardee, updating them on the disbursement status | ||||
Disbursement InitiatedSent when a disbursement has been submitted for processing ⚠️ This email requires Funds Distribution Service to be enabled. Without it, initiating a disbursement won't trigger a notification. |
✅ Yes (Immediate only) |
Program Program Individual Organization Awardee |
“Disbursement Initiated: Individual Awardee" “Disbursement Initiated: Org Awardee" |
Immediate + After |
Disbursement FailedSent when a disbursement does not go through |
✅ Yes
|
Individual Awardee Organization Awardee |
“Disbursement Failed: Individual Awardee" “Disbursement Failed: Org Awardee" |
Immediate + After |
Disbursement VoidSent when an admin voids a disbursement |
✅ Yes |
Individual Awardee Organization Awardee |
“Disbursement Void: Individual Awardee" “Disbursement Void: Org Awardee" |
Immediate |
Post-Award Communications: Expense Emails
These emails are for programs that use expenses. For easier communications management, feel free to remove any disbursement emails you don’t need from your setup. You can always add them back if needed.
For more info about expenses, see ➡️Expenses Overview.
| Trigger | Set Up By Default? | Recipients | Email Template Name | Available Timing |
|
EMAILS TO APPROVERS Emails sent to Approvers reviewing an expense 📌Note: These emails apply only to organizations that have approvals enabled and set up in the cycle. Learn more here: ➡️ How to Set Up Approvals for Awarding, Disbursements & Reimbursements. | ||||
Expense Approval RequestedSent when an admin sends an expense for approval |
✅ Yes
|
Approver | "Expense Approval Requested: Approver" | Immediate |
Expense Approval ReminderSent when an expense approval request is still pending |
✅ Yes (3 days After assigned) |
Approver | “Expense Approval Reminder: Approver” | Immediate + After |
Expense Approval Deadline ReminderSent before or after the approval deadline |
✅ Yes (1 day Before deadline + 1 day After deadline) |
Approver | “Expense Approval Deadline Reminder: Approver” | Immediate + Before + After |
|
EMAILS TO ADMINS Emails sent to the Program Owner or Program Managers, updating them on the expense status | ||||
Expense SubmittedSent when an awardee submits an expense |
✅ Yes |
Program Program |
“Expense Submitted: Program Owner” "Expense Submitted: Program Manager" |
Immediate |
Expense Revision SubmittedSent when an awardee resubmits an expense after making a requested revision |
✅ Yes |
Program Program |
"Expense Revision Submitted: Program Owner" "Expense Revision Submitted: Program Manager" |
Immediate |
Expense Approved (Internal)Sent when the minimum number of required approvers approve the expense |
✅ Yes |
Program Program
|
“Expense Approved (Internal): Program Owner” "Expense Approved (Internal): Program Manager" |
Immediate |
Expense Rejected (Internal)Sent when the minimum number of required approvers reject the expense |
✅ Yes
|
Program Program
|
“Expense Rejected (Internal): Program Owner” "Expense Rejected (Internal): Program Manager" |
Immediate |
|
EMAILS TO AWARDEES Emails sent to awardees, updating them on the expense | ||||
Expense ApprovedSent when an expense has been approved by admin and/or approvers |
✅ Yes |
Individual Organization Awardee |
“Expense Approved: Individual Awardee” “Expense Approved: Org Awardee” |
Immediate |
Expense RejectedSent when an expense is rejected by the minimum number of required Approvers |
✅ Yes
|
Individual Awardee Organization Awardee |
“Expense Rejected: Individual Awardee" “Expense Rejected: Org Awardee" |
Immediate |
Expense Revision RequestedSent when an admin asks the awardee to revise an expense, and again as a reminder while the revision is still pending |
✅ Yes (Immediate + 3 days After revisions requested) |
Individual Awardee Organization Awardee |
“Expense Revision Requested: Individual Awardee" “Expense Revision Requested: Org Awardee" |
Immediate + After |
Expense CompletedSent when an expense has been paid/completed |
✅ Yes |
Individual Awardee Organization Awardee |
“Expense Completed: Individual Awardee" “Expense Completed: Org Awardee" |
Immediate |
Expense VoidSent when an admin voids an expense *Learn more about voiding an expense here ➡️ Void an Expense |
✅ Yes |
Individual Awardee Organization Awardee |
“Expense Void: Individual Awardee" “Expense Void: Org Awardee" |
Immediate |
Related Articles
➡️Intake Communications: Email Trigger Guide
➡️Review Communications: Email Trigger Guide
➡️Award Communications: Email Trigger Guide
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