Submittable lets you create custom email responses for most actions involving interactions with submitters. For example, you may want to 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:
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.
Notice that the submitter's name, the form, your organization name, a staff name, and your website were 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
- [Form] - Name of the submission form
- [SubmitterFirstName] - First name of the submitter
- [SubmitterLastName] - Last name of the submitter
- [StaffFirstName] - First name of the logged in team member
- [StaffLastName] - Last name of the logged in team member
- [OrganizationName] - The name of your organization
- [OrganizationWebSite] - Your website URL
- [DetailsLink] - Direct link to the submitter's view for this application (i.e. https://org.submittable.com/user/submissions/7414876)
- [LoginLink] - Direct link to the login page (i.e. https://org.submittable.com/login)
- [ID] - The 7 or 8 digit unique identifier for a submission that appears in the URL of the submission's Details page (i.e. https://org.submittable.com/submissions/61887113
- [SubmissionGuid] - This is a Globally Unique Identifier that should be used by programmers only.
Note: Currently the placeholders for [StaffFirstName] and [StaffLastName] will not populate in response template auto-responses.
7. 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.
To apply a custom response template to your automated submission success confirmations, follow these steps:
- Click on the form to which you want to apply the response.
- Select the Assignments and Notification tab.
- Select the auto-response template that you want to be sent when an application is successfully completed.
The selected auto-response will be automatically sent each time you receive a new submission.
To apply a response template when making a status change, follow these steps:
- Select the submission that you're working with and initiate the appropriate status change.
- A dialog box will open. Under the Response template dropdown, select the pre-written response template you'd like to be sent with the status change notification. In the example below, a template was created specifically for successfully applications that are being awarded funds.