An application notice is an email template your administrator sets up to keep applicants informed, such as when a requirement is missing or an application is approved. When you send a notice from the application record, you can email the applicant and record a new status reason at the same time, if needed.
When to Use This
Send an application notice when you need to email an applicant about their application and, optionally, update the reason for its current status. This action works on one application at a time. It changes only the status reason, not the application’s status.
Prerequisites
- Permission to send application notices.
- Your Rhythm account must have at least one active application notice configured, and the applicant contact must have an email address, for the notice to reach them.
Send a Notice
- Go to Certifications › Applications and find the application (see Search for and Manage an Application).
- Open the application to its Application 360 page.
- Select Send Notice.
- Optionally choose a Status Reason.
- Choose the Notice to Send.
- Select Send Notice.
Result
Rhythm records the notice on the application’s Dates & Notices tab, updates the status reason if you chose one, and emails the notice to the applicant contact.
Tip
The dialog title says “Send Application Notice/Change Status,” but this action cannot change the application’s status. It can only change the status reason. To change the application’s actual status, edit the application directly instead (see Search for and Manage an Application).
What Rhythm Does Automatically
- Which notices and reasons are offered. Rhythm shows only the Notice to Send and Status Reason options that fit the application. A notice can be limited to specific programs, statuses, or status reasons, and a status reason can be limited to specific statuses. If your account has not set up any restrictions, Rhythm offers every active notice and every status reason.
- Choosing no reason keeps the current one. Leaving Status Reason blank does not clear the application’s existing reason. The reason stays the same because this dialog cannot clear it.
- The notice list follows your Status Reason choice. Some notices are limited to certain status reasons, so changing Status Reason updates the notices you can send. If you already chose a notice and then change Status Reason in a way that would normally remove that notice from the list, your selected notice stays selected and is still sent.
- Organization applications. The notice goes only to the applicant contact. It does not copy anyone else, even for an organization-owned application.
- Course merge fields need a linked course. A notice reads merge-field values from the application record. If the applicant registered for a course outside the certification application flow, the application may not have a course linked to it, so course-related merge fields in the notice come through blank.
- The notice is recorded even if the email fails to send. Rhythm records the notice before it sends the email. If the applicant’s email fails to go out, the notice still appears as sent on the application’s Dates & Notices tab. If the order behind the application has customer confirmations turned off, Rhythm records the notice but does not send the email.
Warning
Because Rhythm records the notice before attempting the email, do not rely on the Dates & Notices tab alone to confirm that the applicant received it. The tab only confirms that Rhythm attempted to send the notice.
Related Reading
To find the application, see Search for and Manage an Application. To notify a certification holder instead of an applicant, see Send a Certification Notice to a Holder. To set up the notices and status reasons this dialog offers, see Application Notices and Status Reasons. Application notices use your account’s own email setup, including sandbox redirection.