Contents

• Overview
• Key Terms
• Video Intro
• What is the Email Template Library?
• Access the Email Template Library
• Email Template Library Page Overview
  • Understanding Template Statuses
• Managing Email Templates
  • Create a New Template
  • Duplicate a Template
  • Delete a Template
• Related Articles

Overview

This guide shows Program Admins how to manage the Email Communications Template Library in an award cycle in Next. 

⚠️ You can change your Communications at any time, even after publishing your cycle. 

Key Terms

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

Video Intro

This video covers both the Email Template Library and Setup for your award cycle’s email communications. 

➜ For Email Template Library tasks, skip to:

• 3:49 Email Template Library
• 4:59 Duplicate a Template
• 5:19  Delete a Template
• 5:55 Create a New Template

What is the Email Template Library?

The Email Template Library is your “filing cabinet, where you can manage the email templates used across your workflow phases (Intake, Review, Award, and Post Award). 

From here you can: 

1. View existing templates 
2. Duplicate templates
3. Delete templates 
4. Create custom templates 

Access the Email Template Library 

1. Open your Award Cycle (Open the Program > Program Settings >  All Award Cycles > Open the Award Cycle). 
   
   
   
    
2. Click Communications > Email Template Library in the left-hand menu. 
   
   

Email Template Library Page Overview 

• The Email Template Library displays the following:
  
  

a. Template name

b. Last updated on: When it was last updated and by whom

c. Status tag: In Use, Published, or a Draft 

d. Workflow phase: Intake, Review, Award, Post Award 

e. Duplicate (Copy) icon: Copy a template to edit its contents

f. Trash icon: Delete a Published or Draft template  

g. View button: Click this to preview and edit the template’s contents 

h. Search: Easily find templates by searching 

i. Filter/Sort: Narrow your list based on Status or Phase

j. Create New button: Click this to create a new template.  

Understanding Template Statuses

Every template in your library has a status that determines how it can be managed:

➜ Draft: The template is being edited and cannot be added to a trigger condition in your Communications Setup.

➜ Published: The template is saved but hasn’t been added to a trigger condition in your Communications Setup. 

⚠️IMPORTANT: Published templates cannot be edited - you can duplicate one to make changes, or delete and create a new template with the desired content.

➜ In Use: The template is currently active in your Communications setup, meaning it is scheduled to send based on a trigger condition.

📌Note: "In Use" templates cannot be deleted until they are removed from the Setup area.

Managing Email Templates 

Create a New Template 

1. Click Create New in the upper-right corner. 
   
   
    
2. The Email Template Creator opens in a split-view. Add/edit content on the left and view a live preview on the right.
   
   

To add email content:

1. In the left-side “Compose Email Content” screen, complete the following:
   
   

a. Template Title: Enter an internal name (visible only to Admins). 

💡Tip: Use a title that clearly shows the email’s purpose so it’s easy to identify. For example, “Intake Reminder – 7 Days Before Deadline.”

b. Subject: Enter the subject line recipients will see.

c. Select the phase of template: Select where in the workflow the template belongs  (Intake, Review, Award, Post Award) 

d. Body of Email: Type your message into the editor. Use the formatting icons to customize fonts, colors, insert images, etc.

➜ Personalize with Variables: These are “fill-in-the-blank” tags that pull information (like names or deadlines) from the system automatically. See ➡️Email Communications: Variables Reference Guide for a full list of available tags for each phase.

To add variables: 

1. Place your cursor in the subject line or the body of the email, where you want the variable information to appear. 

2. In the Add Variables section at the bottom of the editor, click the variable you want to include. 

📌Note: The list of available variables changes based on the Phase you selected in part c. 

3. The variable will appear in the body of your email. 

4. When the email is sent, Next replaces the variable tag with the real information (e.g., Dear {{applicantName}}" becomes "Dear John Doe")
 

To save the template as a Draft: 

1. Click Save as Draft in the upper-right corner.
   
   

📌Note: If the button is not clickable, that means one of the content fields still needs configuration.

2. Your template status will be “Draft,” and you can return to it at any point to make edits. 

💡Remember: Only published templates can be added to a trigger condition in your Communications Setup.

To Publish the template: 

1. Click Publish in the upper-right corner. 
   
   
    
2. The template is ready to add to your Communications Setup. 

• For help with your Communications Setup, see ➡️ How to Manage Your Email Communications Setup. 

Duplicate a Template

1. Find the template to copy > Click the duplicate icon.
   
   
    
2. A new template appears in the library list as a Draft.
   
   
    
3. Click View to open the template. 
   
   
    
4. Follow the Create a New Template instructions below to edit the contents and Publish the new version.
   
   💡Tips: 
   • Since published templates cannot be edited directly, use the duplicate feature to update content or create variations.  
   • Don’t forget to add the new template to your Communications Setup! 

Delete a Template

⚠️IMPORTANT: If a template is In Use, you must first remove it from the Email Setup section before it can be deleted here.

1. Find the template to delete > Click the trash can icon.
   
   
    
2. In the confirmation pop-up, click Delete.
    
3. The template is removed from your Email Template Library.

Related Articles

➡️Email Communications: Default Setup & Recommendations
➡️Email Communications: Variables Reference Guide
➡️How to Manage Your Email Communications Setup
➡️Intake Communications: Email Trigger Guide
➡️Review Communications: Email Trigger Guide
➡️Award Communications: Email Trigger Guide
➡️Post Award Communications: Email Trigger Guide
 

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