Need Connect Email Templates
People who request or offer help through Need Connect receive various emails during different steps in the process. These emails contain special links and tokens that trigger workflows and follow-up scenarios.
All of the initial email templates are provided at install. You can edit or add your own as needed! If you add templates, make sure to set which template to use in the configuration settings.
Note: Do not secure the selected Author User, From Contact, or Reply To Contact for these email templates using Record Restrictions. This prevents Need Connect from sending emails and functioning properly. Make sure you assign an unsecured User and Contact record for these values.
Emails Sent from Need Connect
Requester Confirmation Email Template
This email is sent to an unauthenticated user requesting help. After they indicated they have a need, they must click the verification link to confirm their information. This message requires a verification token for Need or Provider records in the Platform. Additionally, you shouldn't use Contact Merge Fields since no records exist for this user in the Platform at this point.
- Required Token: Verification Token [Verification_Return_URL]
- When it's triggered: After requesters complete the "I NEED Help" form
- Configuration Setting: CLOUDAPPS, RequesterConfirmationEmailTemplateId
Provider Confirmation Email Template
This email is sent to an unauthenticated user offering to provide help. After they indicate they can help others in need, they must click the Verification link to confirm their information. This message requires a verification token for Need or Provider records in the Platform. Additionally, you shouldn't use Contact Merge Fields since no records exist for this user in the Platform at this point.
- Required Token: Verification Token [Verification_Return_URL]
- When it's triggered: After providers complete the "I CAN Help" form
- Configuration Setting: CLOUDAPPS, ProviderConfirmationEmailTemplateId
Provider Assignment Email Template
This email is sent to a provider after they're assigned to a Need through the Connect Board. Assignments made from the Platform do not trigger this email. It contains the requester's name, phone number, and postal code. It includes a button to Decline the assignment, which unassigns the user from the need and displays it on the Connect Board again. There's also a link to the My Assignments page so the provider can see all accepted assignments.
- Required Token: Decline Token [Decline_Need_Url], Link to My Assignments
- Available Merge Fields: Contact Merge Fields, [Requester_Name], [Need_Type], [Requester_Email], [Requester_Mobile_Phone], [Need_Created_Date]
- When it's triggered: After a provider accepts an assignment from the Connect Board.
- Configuration Setting: CLOUDAPPS, ProviderAssignmentEmailTemplateId
Need Assigned Email Template
This email is sent to a requester who confirms their need was assigned to a provider through the Connect Board. Assignments made from the Platform do not trigger this email. It includes a link to Cancel the need, which marks the need as Complete.
- Required Token: Cancel Token [Cancel_Need_Url]
- Available Merge Fields: Contact Merge Fields, [Requester_Name], [Need_Type], [Requester_Email], [Requester_Mobile_Phone], [Need_Created_Date]
- When it's triggered: After a provider is assigned to the requester's specific need through the Connect Board.
- Configuration Setting: CLOUDAPPS, NeedAssignedEmailTemplateId
Emails Sent from MinistryPlatform
Provider Invite Email Template
This is the email a provider receives once you approve them to help with a need. This email contains a link to the Connect Board and the My Assignments page.
- Required Link: Link to the Connect Board and My Assignments pages
- Available Merge Fields: Contact Fields, Data Merge Fields (Need Type Providers page)
- Process: Need Connect Provider Invitation
Provider Follow-up Email Template
This is the email a provider receives once an assignment becomes incomplete. It contains two options for the provider: Complete, which thanks the provider through a confirmation landing page, or Decline, which unassigns the user and puts the need back on the Connect Board. Both of these options allow the provider to go back to the Connect Board for further assignments.
- Required Links: Link to the Connect Board and My Assignments pages, as well as direct links to Complete or Decline an assignment.
- Link Configuration: You must configure Complete and Decline links using the Need Connect base URL followed by the Complete or Decline string. These links rely on the Platform token [Need_Guid], which you must list in the Default Field List of the Needs Page.
- Complete: /NeedConnect/Assignments?complete=[Need_Guid]
- Decline: /NeedConnect/Assignments?decline=[Need_Guid]
- Available Merge Fields: Contact Fields, Data Merge Fields (Needs page)
- Item Notification: Varies based on your setup. We recommend Daily, to Results Using Template for the Follow Up Today view. For steps, see Set Up Provider Follow-Up Notifications.
Provider Invitation Process
The Need Connect Provider Invitation Process is provided at install, and you can edit it if needed. For additional information, see Default Processes and Provider Approval.
- Active at install
- When it's triggered: After a MinistryPlatform user (church staff) approves the provider to help
Item Notifications
We strongly encourage one person set up the following item notifications.
Provider Follow-Up Notification
- Contents of View: Follow Up Today.
- Results using Template: Provider Follow Up Email ("Were you able to help?").
- Schedule daily at a certain time.
New Need Type Provider Notification
- Contents of View: Approve Providers.
- User Group members: User Group with individuals who can approve providers.
- Schedule daily at a certain time. Consider setting multiple notifications to address these throughout day. We recommend 10 a.m., 2 p.m., and 5 p.m. For steps, see Notify Staff of New Need Type Providers.