Overview

This article explains how email communications work in Next and helps you find the right resource for what you need to do.
 
⚠️ You can change your Communications at any time, even after publishing your cycle. 

Key Terms

What Are Email Templates?

Email templates are the actual emails people receive, including the subject line and message body. The Email Templates tab in Communications is where you can create new email templates, edit drafts, and delete ones you don't need.

📌 Note: Templates need to be published before they can be used. Once published, they can't be edited directly — but you can duplicate one, make your changes, and use the new version instead.

Templates don't send on their own. Each one must be connected to a trigger in your Setup before it will send.
 

What Is the Setup?

The Setup tab in Communications is where you set up which emails get sent in your cycle and when —  by connecting your email templates to triggers. 

A trigger is just the action that causes the email to send. For example:

• An applicant submits their application → the "Application Submitted" email sends
• An admin approves a progress report → the "Report Approved" email sends

Several emails are already connected to triggers by default. Others, you need to add yourself. Once an email is connected to a trigger in Setup, it sends automatically — you don't have to do anything else.
 

📌 Good to Know: Some Emails Can't Be Customized

A small set of system-generated emails send automatically and aren't available in Communications > Setup. They cannot be customized: 

• Member Invites: Sent to Organization and Program Members when invited to an organization or program.
• Ready for Download: Sent to Program Admins when a requested file is ready for download. 
• Intake > Revision Submitted: Sent to Program Admins when an applicant resubmits a revised application.
• Review > Review Assignment Declined: Sent to Program Admins when a reviewer declines a review assignment.
• Award > Approval Assigned: Sent to an Approver when an award, disbursement, or reimbursement approval is assigned (if approvals are enabled).

Find the Right Help Article

We have articles to help you with every part of email communications — from managing your setup and templates to full details on every available trigger condition. Use the table below to find the right resource.