Two related settings live under Setup › Applications. Use Notices to manage the email templates staff send about applications, and use Status Reasons to manage the short explanations staff choose for an application's current status.
What It Controls
Application notices are reusable email templates staff choose when they email an applicant. An application process can also use a notice for its paid confirmation email or certification activation email. Application status reasons are short labels, such as "Missing Documentation," that explain why an application has its current status. You can limit each reason to specific statuses.
If you need to add a Cc or Bcc recipient to a confirmation or activation email, use the special email option instead of a shared application notice. Shared notices do not give you Cc or Bcc fields the way that special option does.
If your association tracks a certification's requirements outside Rhythm, applications may never reach the statuses that the application-reminder billing run expects. In that case, the billing run may not be the right tool for sending reminders in bulk. Consider whether using status reasons alone meets your need, or whether you should raise a feature request.
Several setup areas in Rhythm can send confirmations for training registration, so confirm which one controls the email before you edit a notice. Check whether the message comes from the training registration process itself or from the product confirmation email tied to the commerce purchase flow, so you update the template that is actually in use.
Where to Find It
Notices: Go to Setup › Applications › Notices. Select Create Application Notice, or use a row's Edit or Clone action.
Status reasons: Go to Setup › Applications › Status Reasons. Select Create Application Status Reason, or use a row's Edit or Clone action.
The Settings
| Setting | Options | Default | Effect |
|---|---|---|---|
| Notice — Name / ID | Text / suggested from name, editable only on create | Blank | Identifies the notice when staff choose it to send or when an application process uses it |
| Notice — Status | Active, Inactive | Active | Inactive notices do not appear in the send-notice dialog or in process and billing pickers |
| Notice — Email (Subject, Body, sender, Cc/Bcc) | Text and HTML, with a merge-field picker | Blank | Controls the email content. You can use fields for contact, organization, application, certification, membership, and course or exam registration data, depending on what applies. If you want to insert today's date, check the merge-field picker and confirm the result in Preview. This article does not confirm support for a current-date field or whether Preview renders it |
| Notice — Restrict to certain programs / statuses / status reasons | Off, or a multi-select for each | Off | Limits the notice to applications that match the selected values. If you turn on a restriction and select nothing, the notice still saves but never appears for any application |
| Status reason — Name / ID | Text / suggested from name, editable only on create | Blank | Identifies the reason on the application record |
| Status reason — To which applicable statuses does this status reason apply? | Draft, Pending Approval, Missing Requirements, Approved, Rejected, Activated, or leave blank | Blank (all statuses) | Limits which statuses the reason is meant to explain. This list does not include Expired, and a notice restriction that includes Expired will fail to save. This setting only limits which reasons staff can pick for a given status; Rhythm does not automatically assign a reason when an application reaches that status |
| Status reason — Status | Active, Inactive | Active | Inactive status reasons are hidden on the create or edit application form, but they are still offered in the send-notice dialog today |
Dependencies and Precedence
- Restrictions narrow, they don't require. A notice or status reason with no restrictions turned on is available everywhere. If you turn on a restriction and leave its list empty, the notice or reason is hidden from everything. Check this first when staff cannot find a notice or reason.
- Notices double as process emails. Staff use the same notice library for manual messages and for an application process's confirmation or activation email. When you edit a notice's content, you change both uses at the same time.
- Preview always uses your current draft, including unsaved changes. It sends a real email to the address you enter, and that address does not have to be your own.
- Ordering an exam approval or initial licensure transmittal triggers its own notifications, separate from the notices covered here. It creates a task for staff to review the file and complete the transmittal, sends the board a notification email, and sends the applicant a confirmation email with the board's contact information. The approval confirmation email to the purchaser goes out when the board reviewer submits their review, not when the transmittal is first submitted or moved out of draft.
Change Impact and How to Revert
Changes to a notice's content or restrictions, or to a status reason's applicable statuses, take effect immediately for future sends and future application edits. These changes are not retroactive, so applications that already have a status reason keep it even if you later change which statuses that reason applies to. To stop new use of a notice or reason, mark it Inactive.
Permissions
You need administrator-level access to Certifications Setup for applications to open Notices or Status Reasons setup and to create, edit, or delete records there. Staff who send notices or edit applications from an application record use a different day-to-day permission, so they usually cannot open this setup area.
Validation and Errors
- Name, ID, and — for notices — the email's Subject and Body are required before you can save.
- A notice's status restriction accepts only six of the seven application statuses. If you choose Expired and save, Rhythm shows "Unable to save Application Notice."
- Delete is refused while an application or a process still references a notice or status reason. Rhythm shows "Unable to delete Application Notice" or "Unable to delete Application Status Reason," with more detail from the server. Mark the record Inactive to stop offering it for new use, even though status reasons may still appear in the send-notice dialog.
- To preview a notice, enter an existing application's identifier and a destination address. Send Preview delivers one real email built from your current draft. If the identifier does not match an application, Rhythm shows "Unable to preview email."
- Notice content uses merge fields and helper syntax that must be written exactly right. An incorrectly formatted helper expression, such as one built around an unsupported date-formatting function, can fail instead of rendering, while an expression using plain, correctly quoted syntax works. If a formatting attempt in a notice fails, double-check the exact helper syntax rather than assuming the field itself is not supported.
- If a date merge field comes through blank in a sent or previewed notice, do not assume the application has no requirements. That alone has not been shown to cause blank application or expiration dates. Check the field and the application's own data instead.
Related Tasks
Application notices are selected as the confirmation and activation emails on a process; see Application Processes. For the general mechanics of how Rhythm sends account email, see Email Settings.