System Generated Emails

DD Suite will automatically send out emails in the following situations. Within Projects, users may opt out of receiving some notifications.

DD Suite emails are sent to the address that the recipient is using in their account. If you do not receive an e-mail in any of the situations outlined in this document, take the following troubleshooting steps:

• Check your junk/spam email folder

• Add no-reply@ddsuite.org and jira@ddsuite.atlassian.net to your safe sender’s list

• Contact your IT department to ensure that messages from no-reply@ddsuite.org and jira@ddsuite.atlassian.net are not blocked

User Accounts

• Verification email on resend verification request.
  Subject: DD Suite Email Verification

   

  TO Email address of User requesting the resend

   

• Temporary password on “Reset Password” request.
  Subject: DD Suite Email Login

   

  TO User requesting password reset

   

Organization

• User requests to Join an Organization.
  Subject: DD Suite - Authorization Request

   

  TO Organization’s Administrator

   

• A User’s authorization status is changed. This status is changed in response to a Join Request, or any other time.
  Subject: DD Suite Account News

   

  TO User

   

• An Organization is created.
  Subject: DD Suite New Organization

   

  TO User creating Organization

   

NoFAs / RFPs

• No emails have been defined for NoFAs / RFPs for the on-line processes.

• NoFAs / RFPs are automatically De-Posted by nightly CRON job.
  Subject: Active and Posted NoFAs / RFPs being De-posted

   

  TO Local Administrators

   

Applications

(CC to all Grantee Staff associated with the Application, and all Funding Organization Staff associated with the NoFA / RFP who have General Email specified)

• Submitted by Grantee.
  Subject: Grant Application

  • TO NoFA / RFP Staff Responsible

  • CC Grantee submitting Application

  • CC Grantee Personnel added to Application with General Email Status

  • CC Funding Organization Personnel added to NoFA / RFP with General Email Status

• Mods requested
  Subject: Request Changes to Grant Application

  • TO Grantee who submitted the Application.

  • CC NoFA / RFP Staff Responsible

  • CC Grantee Personnel added to Application with General Email Status

  • CC Funding Organization Personnel added to NoFA / RFP with General Email Status

• Application Awarded.
  Subject: Grant Award

  • TO Grantee who submitted the Application.

  • CC NoFA / RFP Staff Responsible

  • CC Staff awarding grant

  • CC Grantee Personnel added to Application with General Email Status

  • CC Funding Organization Personnel added to NoFA / RFP with General Email Status

• Application Denied.
  Subject: Grant Not Awarded

  • TO Grantee who submitted the Application.

  • CC NoFA / RFP Staff Responsible

  • CC Reviewer (i.e. Denier)

  • CC Grantee Personnel added to Application with General Email Status

  • CC Funding Organization Personnel added to NoFA / RFP with General Email Status

Periodic Grantee Reports

When Staff is added to a grant, the types of emails that they will receive is selected. The types included are General, Program and Budget. Staff with General will get all emails, including Summary Reports. Staff with Program set will get Program Report Status updates. Staff with Budget set will get Expense Report Status updates.

• Periodic Report Submitted by Grantee.
  Subject: DD Suite Periodic Report Status Changed

  • TO Funding Organization Primary Staff

  • CC Project Users (Funding Organization and Grantee) with General Email Status

  • CC Project Users (Funding Organization and Grantee with Finance Email Status if Expense Report, or Program Email Status if Program)

  • CC Grantee submitting the Report

• Modifications Requested by Funding Organization.
  Subject: DD Suite Periodic Report Status Changed

  • TO Grantee who submitted Report

  • CC Project Users (Funding Organization and Grantee) with General Email Status

  • CC Project Users (Funding Organization and Grantee with Finance Email Status if Expense Report or Program Email Status if Program)

  • CC Funding Organization Staff requesting the modifications

• Report Accepted by Funding Organization.
  Subject: DD Suite Periodic Report Status Changed

  • TO Grantee who submitted Report

  • CC Project Users (Funding Organization and Grantee) with General Email Status

  • CC Project Users (Funding Organization and Grantee with Finance Email Status if Expense Report or Program Email Status if Program)

  • CC Funding Organization Staff accepting the Report

• Reports Due Notice: A system cron job (scheduled task that runs nightly) will automatically generate emails for Grantee Reports that have not been submitted when a Report is due within 7 days.
  Subject: Report(s) Due Notification

  • TO Grantee Users with General Email Status or Report type Email Status

  • CC Funding Organization Users with General Email Status or Report Type Email Status

• Reports Overdue Notice: A nightly cron job will automatically generate emails for Grantee Reports that have not been submitted when a Report is overdue 7 days, 14 days and 30 days.
  Subject: Report(s) Due Notification

  • TO Grantee Users with General Email Status or Report Type Email Status

  • CC Funding Organization Users with General Email Status or Report Type Email Status