Reviewer Email Templates

This article is for event organizers and administrators. It explains how to create and manage reviewer email templates in Certain's event platform.

Introduction

The Reviewer Email Templates feature is available only when the Speaker and Session Management module and the Conference Sessions sub-module are enabled for the event. Plan > Configure > Options is where the enabling occurs. The reviewer email templates are for sending emails to session reviewers. Dynamic data can be added, including reviewer fields and session fields. The reviewer email templates are used when running reports of type Reviewers or Sessions. The reviewer emails selected for tiers on the Speakers and Sessions Session Reviews Review Setup page are created here. Some reviewer email templates are created automatically when the Reviewer Portal is created. The automatically created templates can be edited, or additional templates can be created.

To add a new reviewer email template, click Add New. To edit an existing template, click the Edit icon in the Actions column, or click the row itself. To delete a template, first edit it, and then click Delete at the bottom of the page.

Page Details

List of Email Templates

All existing reviewer email templates are listed, with the details listed below for each one. The lists of templates may be a multi-page list. Click an Action icon, or click the Add New button to create a new template.

Email Template List (Name, Date Created, Date Modified, Action)

Name
Date Created
Date Modified
Action (Edit, Copy, Preview)

Email Template Name

Name is required. The system tracks each template by its name. Caution: If the template is made available to all events in the account, ensure its name is unique across all events. It would overwrite existing templates in other events if two templates shared the same name.

Email Template Details

From

From is required. The email address from which Certain will send the email. Defaults to event-information@certain.com or the event contact (set on Event Setup Detail).

Reply To

Reply To is required. The email address to which replies will be sent when a recipient clicks 'Reply'. Default is described for the From address.

Note 1: When sending email to speakers, the From and Reply To fields saved on the reviewer email template take precedence over the From and Reply To fields in Account Settings and the Event Setup Detail.

Note 2: When copying an event, including its reviewer email templates, the From and Reply To fields in Account Settings and the Event Setup Detail are used for the new event.

CAUTION: If you configure From and Reply To addresses for different domains (for example, From: john.smith@certain.com, Reply To: john.smith@example.com), it increases the risk that the email is interpreted as SPAM by some mail servers because the From and Reply To domains do not match.

Certain leverages Sendgrid, a cloud-based email infrastructure for transactional email delivery.

If sending email from an address other than the default event-information@certain.com address, work with the IT department to ensure Sendgrid's mail servers are added to the domain's SPF (Sender Policy Framework) records. See https://sendgrid.com/docs/Glossary/spf.html for more information.

Append

The Subject and Message body can each include dynamic information about the reviewer. To insert a dynamic value, select a value from the Append list, and click the Subject or Message button. The fields available include Reviewer Fields, Standard Session Fields, and the Reviewer Portal URL.

Subject

Subject is required. The subject line for the email.

Message

Message is the body text of the email. The usual editing features are available in the HTML Editor, unless the Enable Editor? checkbox is cleared.

Note: If the event is used as a template, ensure that any assets (such as images) used in the email are account-level assets instead of event-level assets so that assets are available to all events in the account.

Enable Editor?

If this checkbox is selected (as it is by default), you can edit the Message body using standard controls for formatting. You can clear the checkbox to edit the Message body in a simple text box (which can still include HTML code if Send as HTML? is selected).

Display

Send as HTML? If selected, the message will be sent as HTML instead of plain text.
Include event's display shell? If selected, the HTML display shell (defined in Plan > Configure > Display > Advanced) will be included in the email. Note: This is available only if Send as HTML is selected.

Attachment

To attach a file to the email, click Upload new file to Browse for the file on your computer. Then click Upload image/file in the pop-up window to select the file. You may upload the following file types:

Microsoft Excel (.xls)
Adobe PDF (.pdf)
ZIP and RAR Archive files (.zip and .rar)
Web-Safe image formats (.jpg, .png, and .gif)
Microsoft Outlook and Lotus Notes business cards (.vcs and .or5)