Automated Email Notifications
This article lists all of the automated emails sent out through each of our products. The emails are categorized based on how a user may experience them in the product.
If the table indicates that an email can be customized, then at the time that the action is being taken the product will ask if you want to provide a customizable message.
Automated Emails
General
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
| Your Interfolio password has recently changed. | Your Password Has Changed Recently | help@interfolio.com | N/A | Interfolio User | NO |
| Reset Your Interfolio Password. | We have received a password reset request for your Interfolio account. | help@interfolio.com | Reset Password | Interfolio User | NO |
| Sent to users signing in with google for the first time since the security update | We have updated our security measures. To help protect your account, we cleared your stored Interfolio password with your most recent Google sign in on [Date], [Time] ET. You may continue to access Interfolio with the "Sign in with Google" option. We have not made (and can not make) any changes to your Google account. | help@interfolio.com | Interfolio User |
Delivery Recipient
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
| Sent to an email delivery recipient | Candidate materials are attached for your review. | help@interfolio.com | Verify Receipt | Delivery Recipient | NO |
Dossier Users, FS Applicants, and Letter Writers
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
Account Creation | |||||
|
Dossier account holder that just created a free Dossier account. When an FS applicant creates their account through the apply now page, they will receive this welcome email. |
Welcome to your free Interfolio Dossier Account, [Name]. | help@interfolio.com | Find a Position/Request a Letter | FS applicant | NO |
| Welcome to your free Interfolio Dossier account. | We’re so delighted to meet you, [Name]. | help@interfolio.com | Add a File/Request a Letter | Dossier Deliver User and Dossier Free new account holder | NO |
| Sent to Dossier account holder that just upgraded their account to Dossier Deliver |
Welcome to your upgraded Dossier account!
|
help@interfolio.com | Sign In | Dossier Deliver User | NO |
|
Option to activate a free Interfolio account. Sent to Letter Writer's after their first successful letter of recommendation upload. |
Activate your own free Interfolio Dossier | help@interfolio.com | Activate Account | Letter Writer | NO |
Institutional Dossier | |||||
| Sent to a Dossier Institutional user to notify them that their institutional affiliation has ended. | Your Dossier institutional affiliation has ended | help@interfolio.com | Sign In | Dossier Institution User | NO |
| Sent to Dossier Institutional user that accessed Interfolio’s Dossier through their affiliation with their institution | Act Now to Continue Using Your Interfolio Account | help@interfolio.com | Subscribe Now | Dossier Institution User | NO |
Account Information/FAQs | |||||
| Sent to Dossier Institution users to offer tips to best utilize Dossier | Polishing career materials is essential to success. Let us help you get started. |
help@interfolio.com | Adding a file, Requesting a confidential letter, Asking for help | Dossier Institution User, Dossier Deliver User, Dossie User | NO |
Materials | |||||
| Confirmation that the letter of recommendation request was successfully sent to letter writer. | Your request for a [Document Type] has been sent to [Writer Names] ([Writer Emails]). | help@interfolio.com | N/A | Dossier User | NO |
| New document available in your free Interfolio Dossier account. | We have received your [Document Type] titled “[Document Title].” | help@interfolio.com | Sign In | Dossier Free User | NO |
| Sent to Dossier User when there was an error with document attempted to be uploaded. | We’re sorry! Your document, [Document Name], failed to upload due to an error. | help@interfolio.com | Upload Doc | Dossier User | NO |
| Sent to Dossier user to notify them of a problem with a document submitted on their behalf. The document has been updated and is now ready to use |
Your document, [Document Name], has been updated and is now ready to use. | help@interfolio.com | Sign In | Dossier User | NO |
| Confirmation that the letter of recommendation sent from another service has been successfully transferred to your Dossier account. | Your credentials were successfully transferred! | help@interfolio.com | Get Started | Dossier Free User | NO |
Quality Check | |||||
| The Quality Check found an issue with a letter submitted on your behalf. | Our quality check found an issue with a letter submitted on your behalf by [Writer Name]. | help@interfolio.com | N/A | Dossier Deliver User | NO |
| Your letter is ready for use. The Quality Check found no issues. | We’ve completed our quality check and found no issues with the letter submitted on your behalf by [Writer Name]. | help@interfolio.com | View Letter Details | Dossier Deliver User | NO |
|
Your letter is ready for use. The Quality Check found that you are missing a letterhead and/or signature. We flag for Dossier Deliver users as not all institutions mandate LH and signature |
Your letter is ready for use | help@interfolio.com | View Letter Details | Dossier Deliver User | NO |
Dossier Deliver | |||||
Renewal | |||||
| Survey sent to Dossier Deliver subscribers after their renewal. |
Recently you renewed your Dossier Deliver subscription. Please take our brief survey to allow us to better serve you. The estimated time to take the survey is take less than 1 minute. |
help@interfolio.com | Complete the survey | Dossier Deliver User | NO |
| Your Dossier Deliver subcription will renew automatically | Your Dossier Deliver subscription will automatically renew soon. | help@interfolio.com | Account Settings | Dossier Deliver User | NO |
Dossier Deliver Expiring | |||||
|
Notification that your Dossier Deliver subscription will expire in 30 days. This is only sent to Dossier Deliver users who de-selected the auto-renewal. If your account expires it will revert back to a Dossier Free account. |
Turn on auto-renewal to keep your Dossier Deliver subscription. | help@interfolio.com | Edit Renewal Settings | Dossier Deliver User | NO |
Deliveries | |||||
| A Dossier invitation to upgrade to Dossier Deliver is sent to Dossier Free user who requests a confidential letter upload delivery. | Please upgrade to Dossier Deliver and resubmit your letter from [Letter Writer Name] to [Institution Name] | help@interfolio.com | Upgrade Now | Dossier Free user | NO |
| Sent to a Dossier Deliver account holder who has requested a confidential letter upload delivery and has 0 remaining deliveries. | Please add Dossier Deliver credits and resubmit your letter from [Letter Writer Name] to [Institution Name] | help@interfolio.com | Add Credits | Dossier Deliver User | NO |
| Confirmation of the receipt of the confidential letter request. | We have received the letter request from [Destination]! | help@interfolio.com | N/A | Dossier Deliver User | NO |
| Confidential Letter Upload has been processed and confirmed. | Your confidential letter upload delivery was completed today, [Ship Date], at [Ship Time] | help@interfolio.com | N/A | Dossier Deliver User | NO |
| Sent to a Dossier Deliver user after they request a confidential letter upload that could not be completed. | We received your request for an Online Application delivery [Delivery ID] of Recommendation from [Letter writer’s name] to [Delivery recipient], but unfortunately we were not able to complete the upload. | help@interfolio.com | N/A | Dossier Deliver User | NO |
| Reminder to finish your email delivery. | Don’t forget to complete your email delivery to [Recipient Name]. | help@interfolio.com | Sign In | Dossier Deliver User | NO |
| Confirmation of email delivery. | Your email delivery was sent today, [Ship Date], at [Ship Time]. | help@interfolio.com | N/A | Dossier Deliver User | NO |
| Sent to Dossier Deliver User if they start a mail delivery and do not submit the request. | Don’t forget to complete your mail delivery to [Recipient Name]. | help@interfolio.com | Sign In | Dossier Deliver User | NO |
|
Confirmation that paper delivery was sent. Only sent to Dossier Deliver users who select the USPS Domestic included with subscription. |
Your mail delivery was sent today, [Ship Date], at [Ship Time]. | help@interfolio.com | N/A | Dossier Deliver User | NO |
|
Confirmation of mail delivery arrival. For mail delivery, we find out the tracking information about 1-2 days after the shipment date. |
You have successfully submitted your delivery to Interfolio | help@interfolio.com | N/A | Dossier Deliver User | NO |
|
Confirmation of electronic delivery arrival. This is shipped out to confirm standard receiver type delivery such as AMCAS/TMDSAS |
Your electronic delivery was sent today, [Ship Date], at [Ship Time]. | help@interfolio.com | N/A | Dossier Deliver User | NO |
| This email is sent in the event that Interfolio is unable to fulfill your delivery request and includes the reason within the body of the email. | We are unable to complete a delivery you requested. Delivery [DELIVERY_ID] was canceled because *[REASON]. | help@interfolio.com | N/A | Dossier Deliver User | NO |
Sharing | |||||
| A reviewer has added comments to your shared materials. | New Comments | help@interfolio.com | View Comments | Dossier Deliver User | NO |
| Dossier Deliver user shared their collection | [Requester Name] ([Requester Email]) has shared a collection or an item with you: [Shared Name] | help@interfolio.com | View [Dossier Deliver user's Name]'s Collection | Collection Reviewer | YES |
Interfolio Hosted Position Applicants | |||||
| This is sent to an FS Applicant when an application has been created on their behalf | Application created on your behalf by [User's Name] | noreply@interfolio.com | Activate Application | FS Applicant | NO |
| Confirmation that the recommendation was received and has been attached to your FS applications. | Good news! We have received your [Document Type] titled [Document Title]. | help@interfolio.com | N/A | FS Applicant | NO |
| Confirmation of successful FS application submission if the Institution has not set their own message | Your application was successfully submitted to [Institution Name]. | help@interfolio.com | N/A | FS Applicant | NO |
| This is sent to FS Applicant after they successfully submit their application, and the institution has set a custom message be sent | [Customized message]. [Institution name] sent this message in reference to your application for [position name] | noreply@interfolio.com | N/A | FS Applicant | YES |
|
A Reminder of an incomplete application. If the position has a close date, this reminder is sent to the recipient 7 days before the close date. |
You're almost finished! Be sure to complete your application to [Institution]. | help@interfolio.com | Complete Application | FS Applicant | NO |
|
A Reminder of an incomplete application. If the position has a close date, this reminder is sent to the recipient 24 hours before the close date. |
Don't forget to complete your application to [Institution]. | help@interfolio.com | Complete Application | FS Applicant | NO |
| The recommendation due date is approaching and the requested letter of recommendation has not been received yet. | We have not yet received your letter from [Writers Name] ([Writers Email)]. | help@interfolio.com | View Your Request | FS Applicant | NO |
| This email is sent to the Applicant from the position | [Message From Sender] | noreply@Interfolio.com | N/A | FS Applicant | YES |
Letter Writer | |||||
|
Institution has sent a new recommendation request. A reminder email will go out 7 days and 1 day before the due date if the letter of recommendation is requested by an FS applicant. Letter Writers will NOT be able to upload their letters of recommendation after the due date has passed since it is a hard deadline. |
[Requester Name] ([Requester Email]) has requested a [Request Type]. | help@interfolio.com | Upload Letter | Letter Writer | Set by requester |
|
External Evaluation recommendation request sent out by the institution on behalf of an RPT candidate. The candidate cannot see the External Evaluation. Reminder emails will NOT go out for External Evaluation requests. Letter Writers will NOT be able to upload their letters of recommendation after the due date has passed since it is a hard deadline. |
[Requester Name] ([Requester Email]) has requested a confidential evaluation. | help@interfolio.com | Get Started | Letter Writer | YES |
|
Reminder to the Letter Writer about the letter request for an FS application with a due date. This reminder email will go out 7 days and 1 day before the due date of a recommendation request. This reminder email will NOT go out for external evaluation requests. Letter Writers will NOT be able to upload their letters of recommendation after the due date has passed since it is a hard deadline. |
This is a friendly reminder that [Requester Name] ([Requester Email]) has requested a [Request Type] that is due [Due Date]. | help@interfolio.com | Upload Letter | Letter Writer | NO |
| Recommendation document upload error. Letter Writer can upload up to a 100 MB document. | Your recommendation on behalf of [Applicant Name] did not upload. | help@interfolio.com | Re-Upload Document | Letter Writer | NO |
| Confirmation of letter of recommendation submission. | You’ve successfully submitted a recommendation! | help@interfolio.com | N/A | Letter Writer | NO |
| Canceled recommendation request | Your recommendation for [Name] is no longer required. | help@interfolio.com | N/A | Letter Writer | NO |
| Quality Check found an issue with the letter submitted. | Our quality check found an issue with the letter you submitted on behalf of [Owner Name] ([Owner Email]) | help@interfolio.com | N/A | Letter Writer | NO |
External Evaluator | |||||
| Request for an evaluation on behalf of an applicant. | [Institution] is conducting a review of [Candidate Name] and has requested a [Document Type]. | help@interfolio.com | View Request | Letter Writer/External Evaluator | YES |
| External Evaluator successfully submits their evaluation. | Confirmation of External Evaluation upload. | noreply@interfolio.com | View Evaluation | External Evaluator | NO |
| External Evaluation was successfully uploaded, but there was an error in adding the additional materials | LOR submitted, additional materials error | help@interfolio.com | R-Upload Files | External Evaluator | NO |
| External Evaluation was not successful due to an error uploading the document on behalf of the RPT candidate. | Your [Document Type] on behalf of [Candidate Name] did not upload. | help@interfolio.com | Re-Upload Files | External Evaluator | NO |
| Reminder that the deadline for an external evaluation, that has been accepted, is approaching and a document has not been uploaded. | This is a friendly reminder that [Institution Name] has requested [Article Request] that is due [Due Date]. | help@interfolio.com | View Request | External Evaluator | YES |
| A reminder that the deadline for an external evaluation is approaching and a response as to whether they have accepted or declined the request has not been provided. | This is a friendly reminder that [Institution] has requested an Evaluation from [Candidate Name] with a due date of [Date]. |
noreply@interfolio.com Can have a customized “from” email address if the client has that setup. |
View Request | External Evaluator | YES |
| A reminder that the deadline for an external evaluation is approaching and a response as to whether they have accepted or declined the request has not been provided. | This is a friendly reminder that [Institution] has requested an Evaluation from [Candidate Name] with a due date of [Date]. |
noreply@interfolio.com Can have a customized “from” email address if the client has that setup. |
View Request | External Evaluator | YES |
| Sent to External Evaluator when the material they attempted to upload did not upload. | Your evaluation on behalf of [Candidate Name] did not upload. | help@interfolio.com | Re-upload Document | External Evaluator | NO |
Faculty Search
Emails sent to applicants prior to submission and letter of recommendation requests are listed in the Dossier section above.
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
Addition to Faculty Search Module | |||||
| When an existing FS User is added in bulk and the optional welcome message is selected. These users receive Dossier Institution Accounts | [Institution Name] has added you as a user of Interfolio [Product Name] | Sign In | FS User who is added to a product when they already have an account | YES | |
| Sent to new FS User added by Institution to their product | [Institution Name] has invited you to join Interfolio [Product Name] |
noreply@interfolio.com Email address reflects the email set by the institution. |
Sign In | New FS User who is added to product | YES |
| Sent to new SSO user added to Institution’s FS module | [Institution Name] has invited you to join Interfolio [Product Name] to access your Interfolio account, please log in with your [Institution Name] credentials. |
noreply@interfolio.com | Sign In | New SSO FS User added to the institution | NO |
Approval | |||||
| Sent to the listed position approver notifying that there is a position that requires approval | A position in Interfolio Faculty Search requires approval | noreply@interfolio.com | Review Position | FS user assigned to selection approval workflow | YES |
| Position approval was declined. | Approval for the position titled [Position Name] was declined. Review and make updates to your position before resubmitting for approval. | noreply@interfolio.com | View Position | FS Position Approver/Position Creator | YES |
| A position was sent back to you in the workflow and needs your review. | A position requires your attention. | noreply@interfolio.com | Review Position | FS User assigned to selection approval workflow | YES |
| A position has been moved to your step and needs your approval | A position requires your approval. | noreply@interfolio.com | Review Position | FS User assigned to selection approval workflow | YES |
| A position has been approved. | Your position [Position Name] has been approved! | noreply@interfolio.com | View Position | FS Position Creator | YES |
| Selected applicants are ready for approval. | Applicants have been selected for a position and are awaiting your approval. | noreply@interfolio.com | Review Applicants | FS user assigned to selection approval workflow | YES |
Position Change | |||||
| Email is sent to Position Creator if they create a position with a future open date, email notification was sent 2 days prior to open date | Your Interfolio [Product Name] position will be published soon. | noreply@interfolio.com | N/A | FS Position Creator | NO |
|
Updates made to position Check out this article Overview of Actions that Trigger Position Change Emails for more information. |
[Changer’s Name] made the following changes to [Position Name]: | noreply@interfolio.com | Sign In |
FS user indicated on Administration > Position Settings > Position Change Notifications This is optional. No one has to be notified of changes. |
NO |
| Sent to position creator to notify an applicant has withdrawn and is removed from the applicant pool. | The application of [Applicant Name] to [Position Name] has been withdrawn and has been removed from your application list | Sign In | FS Position Creator | NO | |
| Notification that an applicant that had previously withdrawn has reactivated their application. | The previously withdrawn application of [Applicant Name] to [Position Name] has been reactivated and is available in your application list | noreply@interfolio.com | Sign In | FS Position Creator | NO |
Sharing | |||||
| Application shared with user to review. | [Sender’s Name] has shared the attached application with you. | noreply@interfolio.com | N/A | FS Committee Member | YES |
Communication | |||||
| This is the email sent to an FS Applicant when selected from the Applicant pool list >Email, the same email is triggered when a group of Applicants Is selected from Applicant pool> Email or when a Position status changes and a message is selected to send to applicants | [Message From Sender] | noreply@interfolio.com | N/A | FS Applicant | YES |
Review, Promotion & Tenure
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
Addition to RPT Module | |||||
| When an existing RPT User is added in bulk and the optional welcome message is selected. | [Institution Name] has added you as a user of Interfolio [Product Name] | Sign In | RPT User who is added to a product when they already have an account | YES | |
| Sent to new RPT User added by Institution to their product | [Institution Name] has invited you to join Interfolio [Product Name] |
noreply@interfolio.com The email address reflects the email set by the institution. |
Sign In | New RPT User who is added to a product | YES |
| Sent to an existing RPT User when they are added to a new Institution and the Institution decides to send a Welcome message | You have been added to Interfolio at [Institution] | help@interfolio.com | Sign In | Existing RPT User added to new Institution | NO |
| Sent to new RPT Users added to Institution | You have been added to Interfolio at [Institution] | help@interfolio.com | Sign In | New RPT User added to Institution | NO |
| Sent to new SSO User of RPT added to Institution and provided Dossier account | [Institution Name] has invited you to join Interfolio [Product Name] and provided you with Interfolio Dossier | noreply@interfolio.com | Sign In | New SSO RPT User added to Institution by API and provided with Dossier account | YES |
| Sent to new SSO User added to Institution's RPT module. | [Institution Name] has invited you to join Interfolio [Product Name]. To access your Interfolio account, please log in with you [Institution Name] credentials | noreply@interfolio.com | Sign In | New SSO RPT User added to Institution | NO |
Account Creation | |||||
| When an existing FS or RPT User is added in bulk and the optional welcome message is selected. These users receive Dossier Institution accounts. | [Institution Name] has added you as a user of Interfolio [Product Name] | Sign In | FS/RPT User who is added to a product when they already have an account | NO | |
External Evaluation Request | |||||
| External Evaluator declined to write the evaluation. | Your request for [Document Type] of [Candidate Name] has been declined by the [Evaluator Name]. | noreply@interfolio.com | N/A | RPT User (External Evaluator Requestor) | YES |
| Requested external evaluation has been uploaded. | The evaluation you requested on behalf of [Candidate Name] has been uploaded. | noreply@interfolio.com | Log In | RPT User (External Evaluator Requestor) | NO |
| External evaluation request email bounced | We were unable to deliver your request for an evaluation | noreply@interfolio.com | View Case | RPT user that requested external evaluation | NO |
Candidate | |||||
| A case is available. | [Institution Name] has initiated a case on your behalf. | help@interfolio.com |
View Case This link is only valid for 30 days. Afterwards the case can be accessed by signing in with institutional credentials. |
RPT Candidate | YES |
| This is sent to an RPT Candidate, after account creation, when they are notified of their case | [Institution Name] has initiated a review on your behalf. | help@interfolio.com | View Case | RPT Candidate | YES |
| Reminder that the deadline for the packet is in 7 days. | Your candidate packet is due in 7 days. | noreply@interfolio.com | Sign In | RPT Candidate | NO |
|
Deadline for packet is in 24 hours. After the deadline passes the packet will be locked, any uploaded packet materials will be submitted, and the case will be moved to the next review step. |
Your candidate packet is due | noreply@interfolio.com | Sign In | RPT Candidate | NO |
| This email is sent when Case Options is selected within case, followed by Email Candidate or fromwhen Case Details page is selected, then Email Committee Member(s) | [Message From Sender] | noreply@interfolio.com | N/A | RPT Candidate | YES |
Case Creation | |||||
| Bulk upload of cases has been created. | [Cases Total] cases were successfully created in the following unit: [Unit Name]. | noreply@interfolio.com | View Cases | RPT Case Creator | NO |
Workflow | |||||
| A new case has been submitted. | [Candidate Name]’s case is available for review. | noreply@interfolio.com | Sign In | RPT Committee Member(s) on first case review step | NO |
| A new case has been submitted automatically as a result of a hard deadline passing. | Candidate packet locked & submitted | noreply@interfolio.com | View The Case | RPT Committee Member(s) on first case review step | NO |
|
A case has moved to your step for review. Once a case has been advanced to the first step in the workflow, a Unit Administrator, Case Manager, or Committee Manager can move the case forward or backward to another review step.a After the first case review step, the user moving the case would select if an email notification is sent out. |
[Candidate Name]’s case is now available for your review | noreply@interfolio.com | Review Candidate | RPT Committee Member | YES |
|
A Case is available. These templates are sent when there are requirements at the case review step that must be completed before the case can be moved. When a case is moved, the first step committee is always notified of the case. However, for any case review step thereafter, it is up to the committee moving the case forward to select whether a message will be sent to the reviewers gaining access. |
[Candidate Name]’s case is now available for your review | noreply@interfolio.com | Review Candidate | RPT Administrator | YES |
Sharing | |||||
|
Files have been shared from a case. If sharing with the candidate, external evaluations cannot be included, even if moved to a different section of the case. |
[Sender Name] has shared files with you. | noreply@interfolio.com | View Files | RPT Candidate or Committee Members indicated by user sharing file | YES |
| Response to a shared file. | [Candidate Name] has responded to the files you shared. | noreply@interfolio.com | View Response | All Committee Member(s) of the first committee listed on whatever step the case is at when the response is sent | NO |
Download | |||||
| Sent to users requesting to download case materials in PDF or ZIP format | You have documents available for download. | noreply@interfolio.com | Get Documents | RPT user that has access to case (if enabled) | NO |
Faculty Activity Reporting
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
| Reminder to complete Initiated Input form sent from Administration > Approve Initiated Input. | This is a reminder to complete your Faculty180 [Initiated Input Form Name] for the initiated input process. | noreply@interfolio.com | N/A | FAR Faculty Member | YES |
| You have been invited to join FAR. | The administration at [Institution Name] has added you as a new user in their [Product] software. | info@interfolio.com | Set Password | FAR User | NO |
Lifecycle Management
| Reason for Email | Email Summary | “From” email address | Button Link | Recipient | Customizable? |
|---|---|---|---|---|---|
|
Welcome email sent to users when their account was created by an institution for [Product Name] and then also provided a Dossier Free account. This email is optional for the institution to send. |
[Institution Name] has invited you to join Interfolio [Product Name] and provided you with Interfolio Dossier. | N/A | RPT User added in bulk by institution | YES |