The installation of the Application Template includes two basic emails sent upon completion of the application. One is sent to the person submitting the form (the external notification), and the other to a staff person identified and set during your installation (the internal notification). This article walks you through how to modify those email notifications.

Navigate to Flow Builder to Edit Email Notifications

To navigate to Flow Builder, start from Setup - click the gear in the upper right-hand corner of your HomeKeeper homepage and select Setup.

Search for the Flows menu in the Quick Find box:

Select the Flow for the application that you are editing the email templates for - Homeownership, Housing Counseling, or Group Session Registration. Both the internal and external email notifications will be in that flow.

Click on the name of the Flow to open it in Flow Builder.

From there, drag your screen to the right and down to find two actions - ‘Send Internal Email’ (the internal notification) and ‘SendCompletionEmail’ (the external notification). Double-click on an action to edit it.

Updating the Email Body

External Notification

The external email uses a template that was configured during installation. You can customize the email further by editing that template. 

To edit templates, 1) Click on the App Launcher and 2) select Email Templates.

1) Select All Email Templates in the left-hand navigation bar, then 2) select HK Application Completed Email Template. 

Open the template and make any desired changes in the HTML Value field.

Internal Notification

Open your Online Application Template in Flow Builder. Scroll to the right and down to find the ‘Send Internal Email’ action, and double-click on it to edit it.

Update Email Text

In the Edit Send Email menu that pops up, scroll down to the Configure Email Content section. Under Body, edit the text that you would like to be included in the email. The hyperlink to the application is automatically set to the record created by this flow. 

Add Information From the Application for Follow-Up 

You can add details to your internal email from the application, such as name and email address, by using the ‘Insert a resource’ lookup that references values entered by the guest user. For example, 

In the search bar above the text body, search for the information you’d like to put in the email body. The field values entered into the application will be under Screen Components. 

Click the value you want to add, and it will be placed wherever you left off in the text editor. This text can be formatted.

Once you’ve made your update, click ‘Done’. 

Change the Email Recipients

External Notification

External notifications are sent to the email address entered by the Applicant. To change this, double-click the SendCompletionEmail action in Flow Builder.

Under Configure Recipient Details, enter the new recipient email under the Recipient Address List. 

You can reference any fields entered in the application by clicking on the Recipient Address List field, selecting the screen where the field is located, and then selecting that field. This change may be helpful if you’re collecting email addresses in other custom fields (work email, preferred email, etc.). 

You can only have one field selected in the Recipient Address List field. If you wish to send the email to multiple recipients, you have two options:

1. Use the CC and BCC Recipient List fields further down in the menu

2. Use the Recipient Address Collection field. This requires creating a collection variable with all the email addresses you'd like to send the email to. Setting this up can be a bit more complicated - this article from SF Ben walks you through setting up a collection variable to send an email to multiple addresses. 

Internal Notification

The internal notification is sent to a specific email address. To change that email address, go to Resource Manager in the Toolbox menu on the left-hand side of the main Flow Builder menu. Find the InternalEmailRecipient constant, and click on it to open the editor.  

Replace the email address in the Value field with the email of the person you’d like to receive these notifications. If you wish to send to multiple recipients, add them separated by commas. 

Click Done to finalize. 

Disable Email Notifications

You can do so by deleting the following components from the flow:

• Decision – Email Provided?
• Action – SendCompletionEmail
• Action – Send Internal Email

Connect the Upload Documentation Screen to the ThankYou Screen.