EMA. Email template management

This is a simple process that just consists of the definition of several templates used to send emails. Each template is the responsibility of either the Superadmin or the Network admin.

Email templates managed by the Governance admin

These emails pre-exist in the tool. They are used during the registration of organisations (see process ORG. Organisation management.

Template	Description
Registration request (read draft)	Email sent when a Visitor attempts to register an organisation. See activity ORG.01. ESG accountant attempts to register and requests using method.
Method request (read draft)	Email sent to the Network admin when a Visitor or an ESG accountant request using one of the methods offered by their network. See activity ORG.01. ESG accountant attempts to register and requests using method.
Password recovery (no draft yet)	Email sent to any user who has forgotten their password.

Email templates managed by the Network admin

Generic for the network

These emails pre-exist in the tool. They are used during the registration of organisations (see process ORG. Organisation management. Those templates related to methods are created by the tool, as blank templates, when a new method is created.

Template	Description
Email signature	This template defines the email signature that is included at the bottom of each and every email sent on behalf of the network.
Method acceptance	Email sent when the Network admin accepts the method application request placed by a Visitor or an ESG accountant. See activity ORG.01. ESG accountant attempts to register and requests using method.
Method rejection	Email sent when the Network admin rejects the method application request placed by a User or an ESG accountant. See activity ORG.01. ESG accountant attempts to register and requests using method.

Specific to the multiple-stakeholder surveys of the methods offered by the network

These templates are only shown to the Network admin when they have created a method that includes multiple-stakeholder surveys.

Template	Description
Invitation to survey	(Asociativo, Laboral, Profesional, Voluntario, Impacto comunitario personas, and Impacto comunitario entidades, in version V1). When a Network admin decides to invite a group of stakeholders to respond a multiple-stakeholder survey, then the tool sends them emails using these templates. These templates are dependent on the existence of such multiple-stakeholder surveys; not all ESG accounting methods have such surveys. For instance, the XES Social Balance has the folllowing suvrveys with their corresponding templates: Asociativo, Laboral, Profesional, Voluntario. As a result, these templates cannot be hard-coded in the tool, but be created on demand.
Acknowledgement of survey response	(Respuestas externas, in version V1) When a stakeholder has responded a survey sent to them, the tool send them an email using this template, acknowledging receipt of the response and thanking them for their participation. This template is used for any multiple-stakeholder survey (i.e. there is no need to define one per survey).

Specific to the stages of the methods offered by the network

Template	Description
Data validation stage	All ESG accounting methods are expected to include the data validation stage, so this template is always necessary.
ESG account data validation revision	When a Network admin finds errors in the data of an ESG account, they can reopen it and ask the organisation to revise the data. Then the tool sends the ESG accountant an email using this template.
ESG account data validation closure	When a Network admin decides to close an ESG account after attempting to perform its data validation unsuccessfully, the tool sends the ESG accountant an email using this template. It is a way to close ESG accounts without considering their results valid; the organisations are not credited as having fulfilled the auditing (e.g. they do not receive a label) and their data is not considered in later aggregated reports.
ESG account data validation acceptance	When a Network admin considers that the data in an ESG account is valid, the tool sends the ESG accountant an email using this template.
Performance asessment stage	Not all ESG accounting methods are expected to include the data validation stage, so these templates are conditional to the activation of that stage in a method offered by the network.
ESG account performance evaluation unsuccessful	When the ESG performance of the organisation does not satisty the minimum requirements of the network (expressed by their scoring scheme and certification requirements, the tool sends the ESG accountant an email with this template.
ESG account performance evaluation approved	When the ESG performance of the organisation is good enough and satisfies the minimum requirements of the network (expressed by their scoring scheme and certification requirements, the tool sends the ESG accountant an email with this template.
Certification issuance	(Sello, in version V1) When the Network admin has generated the labels or any other document certifying that the organisation meets the minimum ESG performance requirements, the tool sends the ESG accountant an email with this template.

Email template management screen

View Email template management screen prototype in Figma There is actually a sequence of prototypes, showing the process of editing a template.

Email configuration managed by the Network admin

Field	Example
Encoding	UTF-8
Host	smtp.pangea.org
Port	587
Username	bsocial_xes
Password	password
Protocol auth	smtp
Protocol TLS	True
Info email sender	[email protected]
Acceptance email sender	[email protected]
Individual email sender	[email protected]

Email configuration screen

The Figma prototypes for this activity are not designed yet. We include snapshots from the current versions of Show your Heart.

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Text of the email templates for the new version V2

Registration request

Dear [CONTACT_NAME],

We have received your request to register your organisation in Show your Heart, with the following information:

• Organisation name: [ORGANISATION_NAME]
• Fiscal number of organisation: [ORGANISATION_FISCAL_NUMBER]
• Legal entity type: [ORGANISATION_LEGAL_ENTITY_TYPE]
• Organisation website: [ORGANISATION_WEBSITE]
• Name of contact person: [CONTACT_NAME]
• Phone number of contact person: [CONTACT_PHONE]
• Email address of contact person: [CONTACT_EMAIL]

You have also requested to use the following impact measurement methods:

• [REQUESTED_METHOD] offered by [NETWORK_NAME]

When the administrators of the networks have processed your request, you will receive a response. You will receive a separate notification for each method you have requested to use.

Kind regards. Governance admin

Method request

Dear [NETWORK_ADMIN_NAME]

We have received a request by the following organisation:

• Organisation name: [ORGANISATION_NAME]
• Fiscal number of organisation: [ORGANISATION_FISCAL_NUMBER]
• Legal entity type: [ORGANISATION_LEGAL_ENTITY_TYPE]
• Organisation website: [ORGANISATION_WEBSITE]
• Name of contact person: [CONTACT_NAME]
• Phone number of contact person: [CONTACT_PHONE]
• Email address of contact person: [CONTACT_EMAIL]

They have requested to use the following impact measurement method:

• [REQUESTED_METHOD] offered by [NETWORK_NAME]

Please assess this request in Show your Heart.

Kind regards. Governance admin

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Text of the email templates in current version V1

Registration request

[ENTITY_NAME],

Hemos recibido vuestra solicitud de acceso al módulo de balance/auditoría social con la siguiente información:

• Nombre de la entidad: [ENTITY_NAME]
• NIF de la entidad: [ENTITY_NIF]
• Forma jurídica: [ENTITY_LEGAL_FORM]
• Teléfono de contacto: [ENTITY_PHONE]
• Correo de contacto: [ENTITY_EMAIL]
• Dirección web de la entidad: [ENTITY_WEB]

Cuando la hayamos gestionado recibiréis un correo informativo de como acceder a la plataforma. Si tenéis cualquier duda o comentario podéis contactar con nosotras respondiendo este mismo correo. Un saludo.

Registration acceptance

Enhorabuena [ENTITY_NAME],

Su solicitud de alta en el registro de la plataforma Enseña el corazón ha sido aceptada. Ya podéis enseñar el corazón!

Para acceder a la plataforma os facilitamos vuestra clave de acceso:

• Usuario: [USERNAME]
• Contraseña: [PASSWORD]

Registration rejection

[ENTITY_NAME],

Su solicitud de alta a la plataforma Enseña el Corazón ha sido rechazada.

Si tenéis cualquier pregunta no dudéis en contactarnos a [email protected] y os responderemos lo antes posible.

Atentamente, Comisión de Balance Social de la XES.