What are automatic emails?
Automatic emails are messages sent by the platform without manual intervention. These emails are triggered by user actions, actions by others, or platform events. For example, a user might receive an email when someone replies to their post or when a project they're following is updated.
Following information will always be a part of the automated emails:
There is a logo in the top left, this logo is the same logo as the one presented on your home page and can be edited in the Settings on your platform, under the tab 'Branding'.
There is also an option to unsubscribe in the automated email, by pressing this, the user will no longer receive automated emails from the platform.
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There are two types of automatic emails:
Platform-level automatic emails: Default email notifications that apply across the entire platform.
Project-level automatic emails: Customizable emails specific to individual projects. These can override or disable platform defaults for that project.
Key features:
Platform Management: As an admin, you can define which automatic emails are enabled for your users.
User Management: Each user can set their own email notification preferences.
Communication: The system determines when to send an email based on defined triggers.
How and when are the automatic emails triggered?
Automatic emails are triggered by specific user actions or system events. The triggers vary by feature area. Use the overview below to find relevant email triggers based on what you’re working on.
Surveys
Users receive automatic emails in the following cases:
Survey Not Submitted (User who has started but not submitted their survey, 1 day after user last saved the survey in draft)
Ideation
Users receive automatic emails in the following cases:
Status change of an input that you follow (Users that follow the input, when the input status changes)
Update on an input that you follow (Users that follow the input, when the input receives official feedback)
Publication of my input (Users who posted the input, when the input is published)
A comment on an input that you follow (Users who follow the input, when a user comments on the input)
Mention in an update (Users that are mentioned in a comment, when the mention is made)
A reply on my comment (Users that posted a comment, when another user replies to the comment)
Deletion of my comment (Users that posted a comment, when their comment is deleted)
Proposals
Users receive automatic emails in the following cases:
Mention in an update (Users that are mentioned in a comment, when the mention is made)
A reply on my comment (Users that posted a comment, when another user replies to the comment)
Deletion of my comment (Users that posted a comment, when their comment is deleted)
Weekly overview of your proposals (Users who uploaded proposals, weekly)
Status change of a proposal that you follow (Users who follow the proposal, when the status of the proposal changes)
Update on a proposal that you follow (Users who follow the proposal, when the proposal receives official feedback)
Invitation to co-sponsor a proposal (Users who are invited to co-sponsor a proposal, at the time of invitation)
Publication of my proposal (Users who posted the proposal, when the input is proposal)
A user accepts my invitation to co-sponsor my proposal (Users who published a proposal, when their invitation to co-sponsor a proposal is accepted)
A comment on a proposal that you follow (Users who follow the proposal, when a user comments on the input)
Voting and prioritization
Users receive automatic emails in the following cases:
Last chance to vote (Users who engaged with the project but have not voted, 2 days before voting phase closes)
Confirmation of voting (Users who voted, when their votes are submitted)
Votes not submitted (Users who voted, 1 day after user last voted without submitting)
Voting results (Users who engaged with the project, when the voting phase ended)
New project phase with voting
Other Features
Users receive automatic emails in the following cases:
Event registration confirmation (User after successfully registering to an event)
Project published (Users who follow areas or tags defined within to a project, when the project is published)
New project phase (Users who follow the project, areas or tags of a phase, when the new phase is active)
After Registration (User who registers)
Weekly Overview (All users, weekly)
Invitation Reminder (User who was invited, 7 days after the invite was sent)
Admins and Project Managers
Admins and project managers receive automatic emails in the following cases:
Weekly overview for project managers (Managers, weekly, on Mondays at 10 AM)
Weekly overview for admins (Admins, weekly, on Mondays at 10 AM)
Mention in an internal comment (Users who are mentioned, when mentioned in internal comment)
Internal comment on my internal comment (Admins & managers, when user replies to internal comment)
Internal comment on input I commented internally on (Admins & managers managing the project, when internal comment is posted on user’s internal comment)
Internal comment on input assigned to me (Admins & managers, when internal comment is posted on input assigned to user)
Project moderation rights received (Users who are receiving project moderator rights, when they receive the rights)
Folder manager rights received (Users who are receiving folder moderator rights, when they receive the rights)
Admin rights received (Users who are receiving admin rights, when they receive the rights)
Assignment of an input to me (Admins & managers assigned to the input, when input is assigned)
New input in a project I moderate (Admins & managers, when input is published)
Input spam report (Admins & managers, when input is flagged as spam)
Weekly overview of assigned inputs (Admins & managers assigned to the input, weekly, on Tuesdays at 8 AM)
New comment in a project I moderate (Admins & managers, when user comments)
Comment spam report (Admins & managers, when comment is flagged as spam)
Proposals reached the voting threshold (Admins, when proposal is upvoted above threshold)
New proposal (Admins, when new proposal is posted)
Proposal resubmitted for review (Admin assigned to a proposal, when proposal is resubmitted for review)
Proposal spam report (Admins, when proposal gets reported as spam)
Assignment of a proposal to me (Admin assigned to a proposal, when proposal is assigned)
Upcoming new project phase (Admins & managers managing the project, 7 days before the project changes phase)
Inappropriate content flagged (Admins & managers, when content gets flagged as inappropriate)
Internal comment on unassigned input in unmanaged project (Admins, when internal comment is posted on unassigned input in unmanaged project)
Internal comment on unassigned proposal (Admins, when internal comment is posted on unassigned proposal)
Internal comment on proposal I commented internally on (Admins & managers, when internal comment is posted on proposal user commented internally on)
Internal comment on proposal assigned to me (Admins & managers, when internal comment is posted on proposal assigned to user)
How can I disable the automatic emails?
How to disable automatic emails on a platform level?
To manage your platform’s automatic emails:
Go to the Messaging section in your admin panel.
Open the Automated emails tab.
You’ll see a list of all available automatic email types. Each entry includes:
When the email is sent
Who will receive it
To disable or enable a notification, use the toggle switch:
Off: The email will no longer be sent to anyone.
On: The email will be sent, unless a user has opted out in their personal settings.
⚠️ Note: Some email notifications cannot be turned off. These are considered essential for the platform's core functionality, for example, official updates on user inputs.
User-level preferences
Each user can manage their own notification preferences, regardless of platform settings. For more details, see Manage your user profile.
How to disable automatic emails on a phase level?
Note: you can not enable automatic emails on a phase level when they are disabled on a platform level, you can however disable them on a phase level when they are enabled on a platform level.
To disable automatic emails on your phase:
Go to your phase
Go to the ‘Notifications’ tab
Toggle the mails that you want to be disabled.
How can I customize the automatic emails?
How to customize automatic emails on a platform level?
Customizing automated emails at platform level lets you define a default template for all emails triggered by a specific event on your platform. If a project admin or manager later applies a customization at phase level, that version will override your platform-level template. If no phase-specific customizations are made, the system will fall back to your platform-level email.
To customize platform-level emails, follow these steps:
In your platform back office, open the Messaging tab
Select Automated emails
Locate the email you want to configure
Click Edit on the right-hand side
Customize the content and settings to your liking, then save
How to customize automatic emails on a phase level?
Customizing emails at phase level lets you tailor communication for a specific phase of your project. These settings will override any templates defined at platform level for the same email trigger.
To edit a phase-level email template:
Open your project
Select the phase you want to customize
Go to the Notifications tab
Locate the email you want to update
Click Edit on the right-hand side
Adjust the content and settings as needed, then save
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