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Update Notification Recipient Email Template

Quick Start

📧 Customizing third-party notifications? Update the notification recipient email template to ensure appropriate communications for third parties about memorial and tribute gifts.

  1. Navigate to Email Templates → 2. Find Notification Recipient Template → 3. Customize content → 4. Save changes

What you'll accomplish: Customize the notification recipient email template to ensure appropriate, professional communications for third parties who should be informed about memorial or tribute donations in about 10 minutes.

🚀 Quickstart​

  1. Navigate to Email Templates via App Launcher
  2. Find "Notification Recipient Acknowledgment Template - Default"
  3. Customize content for third-party communication appropriateness
  4. Save changes to activate professional template

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have appropriate administrative permissions
  • Access to Email Templates in Salesforce
  • Understanding of third-party notification scenarios
  • Knowledge of appropriate language for family/representative communications
  • Familiarity with HTML/text formatting for email templates

💡 Understanding Notification Recipient Templates​

What Notification Recipient Templates Enable:

  • Professional third-party communications about memorial/tribute gifts
  • Family-appropriate messaging for memorial gift notifications
  • Representative communications for organizational or special tributes
  • Context-appropriate language explaining donation circumstances

Third-Party Communication Scenarios:

  • Family notifications - Family members receiving memorial gift information
  • Guardian notifications - Parents/guardians for minor honorees
  • Representative notifications - Administrative contacts for organizations
  • Caregiver notifications - Caregivers or representatives for special circumstances

Template Messaging Requirements:

  • Clear context - Explain why recipient is receiving notification
  • Respectful tone - Appropriate for third-party relationship
  • Information balance - Provide appropriate detail without overwhelming
  • Professional courtesy - Maintain organizational professionalism

📘 Detailed Instructions​

Step 1: Access Email Templates​

  1. Click the App Launcher (9-dot grid icon)
  2. Type "Email Templates" in the search box
  3. Click on Email Templates from results
  4. Wait for email templates list to load

Step 2: Locate Notification Recipient Template​

  1. Search for "Notification Recipient Acknowledgment Template - Default"
  2. Click on the template name to open
  3. Review current template content
  4. Identify areas requiring third-party customization

Step 3: Customize for Third-Party Communications​

📧 Third-Party Template Elements

Key Customization Areas:

  • Subject Line - Clear, professional subject explaining notification
  • Context Opening - Explain why recipient is receiving notification
  • Gift Information - Appropriate level of detail about donation
  • Honoree Reference - Respectful mention of person being honored
  • Organizational Role - Clear explanation of organization's role
  • Contact Information - Appropriate follow-up contact details

Essential Merge Fields:

  • {!Notification_Recipient_Name} - Name of third party receiving notification
  • {!Honoree_Name} - Name of person being honored/remembered
  • {!Donor_Name} - Name of person making gift (if appropriate to share)
  • {!Donation_Amount} - Gift amount (if appropriate for third party)
  • {!Organization_Name} - Organization facilitating notification

Template Customization Steps:

  1. Click Edit or pencil icon next to fields
  2. Update Subject Line to clearly explain notification purpose
  3. Modify Opening to provide context for third-party notification
  4. Adjust Content for appropriate third-party tone and information
  5. Include Explanation of why recipient is receiving notification
  6. Update Contact Info with appropriate organizational contact

Step 4: Ensure Appropriate Information Sharing​

Information Considerations:

  • Privacy respect - Only share information appropriate for third party
  • Relationship context - Consider third party's relationship to situation
  • Professional boundaries - Maintain appropriate organizational role
  • Cultural sensitivity - Respect diverse cultural approaches to notification

Step 5: Test and Validate Template​

  1. Preview template with sample third-party scenario data
  2. Review language for appropriateness and professionalism
  3. Verify information balance is appropriate
  4. Test merge fields populate correctly
  5. Confirm template explains notification context clearly

Step 6: Save Template Changes​

  1. Review all template content for appropriateness
  2. Check spelling and grammar throughout
  3. Verify merge field syntax is correct
  4. Click Save to activate updated template

✅ How to Know It Worked​

Success Indicators:

  • ✅ Template saves without validation errors
  • ✅ Preview shows appropriate third-party content
  • ✅ Language is respectful and professional for third-party communication
  • ✅ Context explanation is clear and appropriate

Testing the Updated Template:

  • Send preview to verify third-party appropriateness
  • Review with team who handle sensitive communications
  • Confirm information balance is appropriate for third parties
  • Test with different scenarios (family, guardian, representative)

🆘 Troubleshooting​

❌ Template Too Formal/Informal

Problem: Template tone doesn't match third-party relationship appropriately

Solutions:

  • ✅ Adjust tone - Balance professionalism with appropriate warmth
  • ✅ Consider audience - Family vs. business contacts need different tones
  • ✅ Test with scenarios - Preview with different third-party scenarios
  • ✅ Get feedback - Ask team members to review tone appropriateness
❌ Information Sharing Concerns

Problem: Uncertain about appropriate information to share with third parties

Solutions:

  • ✅ Review privacy policies - Check organizational guidelines
  • ✅ Consider relationship - Share information appropriate to relationship
  • ✅ Consult legal - Get guidance on appropriate information sharing
  • ✅ Default conservative - Share less rather than more if uncertain
❌ Context Explanation Issues

Problem: Template doesn't explain why third party is receiving notification

Solutions:

  • ✅ Add context opening - Clearly explain notification purpose
  • ✅ Reference relationship - Mention third party's connection to situation
  • ✅ Organizational role - Explain organization's role in notification
  • ✅ Clear purpose - State why notification is being sent

💡 Best Practices​

Notification Recipient Template Best Practices
  • 🤝 Relationship Respect - Honor third party's relationship to honoree/situation
  • 📧 Clear Context - Always explain why recipient is receiving notification
  • 🔒 Privacy Balance - Share appropriate information for third-party relationship
  • 💼 Professional Courtesy - Maintain professional tone while being warm
  • 🌍 Cultural Sensitivity - Consider diverse approaches to third-party notification
  • 📝 Complete Information - Provide necessary context without overwhelming

Communication Standards:

  • Context clarity - Always explain the notification purpose
  • Relationship acknowledgment - Recognize third party's connection appropriately
  • Information balance - Provide appropriate detail for relationship
  • Professional warmth - Balance professionalism with appropriate compassion

Template Management:

  • Regular review - Periodically review template for appropriateness
  • Scenario testing - Test with different third-party scenarios
  • Team feedback - Get input from staff handling sensitive communications
  • Cultural consultation - Consider diverse cultural perspectives

🔗 Related Actions​