Overview#
This page covers how to change the wording of the 7 portal emails, and what to check if emails aren't reaching your candidates.
This page is for your Pump administrator, and is part of the Pump Portal Admin Guide. For what each email is and when it's sent, see The emails candidates receive.
Changing the wording#
Video: B3 - Pump email templates for the portal
Pump sets up the 7 templates for you at install. They're Pump Email Templates: Pump's own email templates, not the standard Dynamics 365 email templates.
- Where: in Pump, switch area (bottom left) to User Settings > Pump Email Templates. Each one has the email's name from The 7 emails.
- Who can edit them: staff with the Pump - Pump Email Templates Admin role.
- Sandbox and production: the templates are set up in your sandbox first and copied to production at install, so make wording changes in the sandbox before then. After that, a change made in one environment isn't copied to the other: make it in both if you want them to match.
At install, the templates are rebranded with your company name in place of "Pump", since your candidates know you, not Pump. Check the wording reads the way you want before you turn the automatic emails on.
Note: The password reset email isn't one of these templates. See The password reset email.
What to keep when you edit a template#
Each email's subject and text come from its template. When you edit one, keep these as they are:
| Keep | Because |
|---|---|
| Template Key | It's how the portal finds the template. Change it and that email stops. |
| [ComplianceItemNames] on a line of its own | The list of items goes here. |
| The link to #PortalLink | It becomes the link to the portal, or the registration link in the invitation. |
| [InvitationCode] (invitation only) | It becomes the candidate's invitation code. |
| [PlacementDetails] (new placement only) | It becomes the job title and company. |
| The First Name greeting | It's filled in with the candidate's first name. |
If emails aren't arriving#
- Check the email in Pump. Each portal email is saved as an email activity on the candidate. Open it and check its status.
- Stuck in Pending Send: the sender mailbox isn't allowed to send. In Pump, open Settings > Email Configuration > Mailboxes > the sender's mailbox: it needs Approve Email (by a Microsoft 365 Global or Exchange administrator), then Test & Enable Mailbox. Contact Pump if you're not sure.
- No email at all: check the candidate has a Personal Email, the item has Show in Portal = Yes, and the flow for that email is turned on (see Turning the automatic emails on).
- Reminder skipped: the summary staff see after Send Reminder says how many items were skipped and why.
Back to: Pump Portal Admin Guide