We built ClearForms to help make government workflows (permits, licenses, and internal processes) work better and go faster. One of the ways we do that is by automatically creating many of the status updates and email notifications that have to be done manually without a system like ours. Here's a list of all the automatic emails generated by our system. We've included links to the relevant Support docs for each type of email if you'd like more information on any of the associated features.

Please remember that you can add additional custom emails at the beginning or end of any step of your workflow, but you don't need to duplicate the emails that you see below, the platform will send them on your behalf.

Emails that go to admins AND applicants:

Discussion opened/ discussion comment added

  • Who receives: Applicant and all admins on a workflow

  • When: Each time a Discussion is opened or added to

  • What: Includes Discussion content

  • Can you turn it on/ off: No

Step approval, changes requested, or partial step approval with comment

  • Who receives: Applicant and all admins on a workflow

  • When: When a Review step is completed, when a Reviewer requests changes, or when a reviewer approves and adds a comment, or when a process is rejected/ halted.

  • Can you turn it off? No

Emails to applicants only:

All applicant emails include the Team (government or department) name in the header, along with the title of the Workflow. Applicants receive emails when:

Emails to survey participants only (if a survey is sent to specific recipients)

  • Invitation to complete survey

  • Reminder to complete survey

  • Confirmation that survey response was received

Emails to admins/ Reviewers only - joining Workflows or Teams:

Invitation to join a workflow as an admin or a reviewer 

  • Who receives: Person you invite to be an admin/ reviewer

  • When: When you invite them in Permissions as an admin or by adding them as a Reviewer

  • What: Sends an email to tell them that you’ve invited them to join the workflow. Includes workflow name. (If a Reviewer, also includes the Review group name).

  • Can you turn it on/ off? No

  • Is it customizable: No

Invitation to join a Team

  • Who receives: Person you invite to be a Team member

  • When: When you invite them in on the Team settings page

  • What: Sends an email to tell them that you’ve invited them to join the Team. Includes Team name.

  • Can you turn it on/ off? No

  • Is it customizable: No

Note: ClearForms automatically sends three reminder emails (after 2 days, one week, and 2 weeks) to people who have been invited to the platform but who haven’t accepted their invitation. If you add them to additional workflows or review steps, they’ll get additional emails about those new workflows, but they can’t use anything until they confirm their account by following the link in the email, or creating a new account with the same email address used for the invite.

Emails to reviewers only - Reviews:

Ready for Review

  • Who receives: The person or people who are listed as Review group members, or a 3rd party reviewer added during a process

  • When: When the process is ready for them to review

  • What: Lets them know it’s time to review, includes link to process and identifier field. For 3rd party reviewers, includes more information about the specific process and the requester name.

  • Can you Turn off? No

Emails to workflow admins only - Assignment:

Assignment to a specific process

  • Who receives: The person who has been assigned

  • When: When they’re added via an Assign someone step or via the Menu

  • Assignment feature (whether you were already a general admin or if you were added to this specific process).

  • Can you turn it off? No

Emails to Team members only - payments and charges:

Payout sent

  • Who receives: Team members

  • When: Each time a payout is made from your Stripe account to your government bank account:

  • What: Includes date, amount of payout, link to detailed transaction data.

  • Can you turn off? No

Charge dispute received

  • Who receives: Team members only (?)

  • When: When Stripe notifies us that a credit card charge is being disputed by an applicant

  • What: Sends an email letting you know a dispute has been filed, with link to Transaction so that you can submit evidence to win the dispute.

  • Can you turn off? No

Emails to admins only - Dashboard and Workflow Actions:

Export status

  • Who receives: Person who started a data export

  • When: if the export is successful or if it fails

  • What: Confirms whether export was successful and notifies that it’s ready to download if it was completed.

  • Can you turn off? No

Import complete

  • Who receives: the person who started the import

  • When: When an import of historical process data or Organizations is completed

  • What: Import completion notification

  • Can you turn it off? No

Organization edit request

  • Who receives: Workflow admins

  • When: When an applicant suggests a change to organization data (if a workflow is using the Organization field type, and has the ability for applicants to suggest edits to Organization data, AND the admin has selected that they must approve all data changes to Organizations)

  • What: Includes information on which information the applicant is suggesting to change

  • Can you turn off? No, if you have Organizations set to allow applicants to suggest edits.

Emails to admins only - optional (default is Off in Email Settings)

Step advancement

  • When: A process moves from one step to the next

  • Who receives: Admins on a workflow

  • What: Notifies that the process has advanced from one step to the next, and includes information about who advanced it, will soon include identifier field and more detail

  • Can you turn it on/off? Yes, in Settings - default is “Off.”

  • Is it customizable: No

Process started

  • Who receives: Admins

  • When: An applicant hits the Start button and signs in to ClearForms or creates a new account (does not necessarily mean they have completed the first step of workflow).

  • Can you turn it on/off? Yes, in Settings- default is “Off.”

  • Is it customizable: No

Process completion 

  • Who receives: Admin

  • When: The last step in the process is completed

  • What: Sends an email to notify that a process has been completed, and includes information about who did it

  • Can you turn it on/ off? Yes, in settings - default is “Off”

  • Is it customizable: No

 

 

 

 

 

 

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