Submittable lets you create custom email responses for most actions involving interactions with submitters. For example, you can create a response template acknowledging receipt of a submitter's submission, ask a submitter to edit his or her submission, or inform submitters of the status of their submissions using a saved Response Template.
1. To create a new response template, click on More>Configurations>Response Templates.
2. On the Response Templates page, click Create a response template.
3. In the Add or Edit Response Template form, enter a Template Title. The title is a name for the template, such as a Submission Decline Template. This title will not be seen by the recipient of the message.
4. Choose a Response Type. The Response Type will determine when this template will be available (i.e., only when Accepting a submission, only when Declining a submission, or Other).
5. Enter the Template Subject. This will help you identify it uniquely.
6. Enter the Template Body text. This is the text of the actual email message. You can use valid placeholder tags in your email. For example, here is a Decline response template:
Dear [SubmitterFirstName] [SubmitterLastName],
Thank you for applying for the [Form] call for submissions at [OrganizationName]. We appreciate your interest, but unfortunately, your submission is not the right fit for us. Best of luck with your work.
If the above template is chosen when declining an application submitted by James Joyce for a Short Fiction Contest, the email that is sent will look like this:
Dear James Joyce,
Thank you for applying for the Short Fiction Contest at Pinecone Journal. We appreciate your interest, but unfortunately, your submission is not the right fit for us. Best of luck with your work.
Note that the submitter's name, the project, your organization name, a staff person's name, and your website are all automatically filled in with the correct information when the email is sent.
7. Here is a list of valid placeholder tags:
[Title] Submission title, from the Submission Name Field or the submission number
[Form] Name of the Project that contains the submission form
[SubmitterFirstName] First name of the submitter, from their account profile
[SubmitterLastName] Last name of the submitter, from their account profile
[StaffFirstName] First name of the logged-in team member
[StaffLastName] Last name of the logged-in team member
[OrganizationName] The name of your organization, from the account's public profile
[OrganizationWebSite] Your website URL, from the account's public profile
[DetailsLink] A direct link to the submission in the submitter's account
[LoginLink] A direct link to the login page
[ID] The digital unique identifier for a submission (also appears in the DetailsLink)
[SubmissionGuid] This is a Globally Unique Identifier used by programmers
[AwardAmount] The amount of the submitter's last Funds transaction
8. Click Save Template.
Once you've created response templates that you plan to use in your communications with submitters, you can apply them to your automated responses for received submissions or select them in the various dialog boxes when sending other submission-related communications.