Administrator Update Recommended - Update Email Template "Organization Registration Activation"
NOTE: The following update is only needed for current users of HOC 3.0
When a non-profit organization applies to be made a partner by filling out the Oragization Sign-Up Page /organization-sign-up their contacts are created without a profile or login. When you then give that contact the profile 'partner staff" - two emails are sent to the organization.
- An email template called "Organization Registration Activation" and
- An email with instructions on setting your password is set from the .net database which tracks all users with logins to the public site and sharing portal
However, some organizations take organizational contacts and give them a volunteer profile before they make them partner staff -- and in that scenario, the user already has a login and password - and no password email will be sent to them. If they already had a password - their username and password remains the same -- they just now have access to their sharing portal.
The current email template "Organization Registration Activation" implies that a password reset email is always sent - but that's not always the case.
So we recommend that administrators make a small update to the email template to more clearly explaiin when a password related email will or won't be sent. Here's how to do this recommended, quick, easy update.
Edit the email template
1. Go to Setup and use the quick find and search for "Email Templates"
2. Use the folder "HOC Email Templates"
3. Click on the email template "Organization Registration Activation"
4. Click on "Edit HTML version"
5. REPLACE the first two paragraphs in the template from this:
You have now been granted access to the Partner Portal with {!Organization.Name}. An email with your log in and password has been sent to you in a separate email.
As an approved user representing {!Account.Name}, you now have the ability to log-in and access your organizational portal through which you will be able to submit opportunities that will appear on our opportunity search engine and on our opportunity calendar. "
To this:
You have been granted access to the Partner Portal with {!Organization.Name}. If you've not previously created a member account on our site, an email with your log in information and a link to set your password will be sent to you in a separate email.
If you already have an active login and password for our site it will remain the same but when you log in you'll be taken to the partner portal.
As an approved user representing {!Account.Name}, you now will be able to submit opportunities that will appear on our opportunity search engine and on our opportunity calendar.
6. Click Save.
7. Click on Edit Text Version and click on the button "Copy text from HTML version".
8. Click Save.
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