How can I make sure all users in an account are receiving email notifications? (Custom Settings, Email Templates, User Lists)

When taking action in an account, there are scenarios where only the user marked as Primary receive email notifications by default.  For example, when an admin is adding a manual transaction to an account, the Primary will receive an email if the admin elects to send out notifications.

If you would like more than just the Primary to receive emails, you can follow the steps below to create custom notification settings.

TABLE OF CONTENTS

• Add a User Form
• Update Users
• Create a User List
• Add Lists to Email Templates

Add a User Form

The first step of the process will be to add a new User Form.

1. Select Platform from the left menu
2. Choose Forms
3. Use the plus icon to add a new form, or use the pencil to edit an existing form
4. Click Add a new field
5. Choose the multi-select field option 
6. Name the field something similar to Notification Preferences
7. Add any options that you would like to include
   • Examples: Transactions, Distributions, Documents
8. Save your form

Update Users

Now that the field is available to capture notification preferences, you can update your users to indicate which emails they should receive.

You can conduct a bulk edit by taking the following steps:

1. Select Accounts from the left menu
2. Use the User button to pull up all users in your accounts
   • Add the Email (User) column if it is not already available from the Customize Columns drop-down menu
   • Add the Notification Preferences field you just created as a column from the Customize Columns drop-down menu
3. Use the checkboxes to select any users you would like to update
4. Click Engage Selected
5. Choose Edit User Profiles
6. Update the Notification Preferences field
7. Save

Alternatively, you can conduct an import to update existing users:

1. Select Accounts from the left menu
2. Click Add Account
3. Choose Bulk Import Accounts
4. Check the box to update existing accounts with matching email
5. Add the Notification Preferences column
6. Upload your file

Create a User List

Next, you will need to create a new User List based on the selections made in the form.

1. Select Accounts from the left menu
2. Use the User button to pull up all users in your accounts
   • Add the Email (User) column if it is not already available from the Customize Columns drop-down menu
   • Add the Notification Preferences field you just created as a column from the Customize Columns drop-down menu
3.  Click Show Filters
4. Use your new field to filter the users by notification preference
5. Click Save List
6. Choose Save filter as new dynamic list
7. Name the list and save

Add Lists to Email Templates

Finally, you can add your new lists to the existing Email Templates in your platform to trigger notifications. 

1. Select Engagement from the left menu
   
2. Choose Email Templates
3. Expand the correct menu 
   • Example: Transactions
4. Click any template to edit
   • Example: Transaction Created
5. Choose your new list from the Send to Users on these Lists drop-down menu
6. Click Save

Emails will only be sent to any users on your list when the triggering action is completed in their account.  In this example, if User A is added to Account A and they are on the user list you have created, they will not receive any emails unless transactions are created in Account A.  If transactions are created in Account B, User A will not be notified.