Send a Rejection Email to a Community Contribution

When you reject a community contribution, you can notify the requester directly from Borealis using a standardized rejection email. This closes the feedback loop with your stakeholders without leaving the system: the email is sent from a pre-filled template, and a permanent record of the notice is automatically logged against the contribution.

Rejection emails can be sent individually when you reject a contribution, or in bulk for several rejected contributions at once. Every email uses a template you configure in advance, with replacement tags that personalize the message for each requester.

Configure the Rejection Email

Before rejection emails can be sent, an administrator must enable the feature and set up the sender identity.

1. Navigate to Cnfiguration and open the Rejection email template section.
2. Set up the rejection email template by entering the template name, subject and body. Use replacement tags to personalize each email:
   • Project name: Inserts the name of the project linked to the contribution.
   • Follow-up contact: Inserts the name of the requester.
   • Organisation name: Inserts the name of the requester's organisation.
   • Contribution contezt: Inserts the description of the request.
3. Click the Save button.

Note that rejection emails support standard rich text only: bold, italic, bulleted and numbered lists, and hyperlinks. Custom branded layouts, logos, custom HTML, images, and attachments are not supported.

Send a Rejection Email

You can send a rejection email at the moment you reject a contribution, or later from the contribution's action list.

Note that to prevent duplicate notices, a rejection email can only be sent once per contribution.

Send Rejection Email When Doing the Reject Action

1. Navigate to Community contributions in Social investment.
2. Open the community contribution you want to reject.
3. In the action menu, select Reject.
4. Check the Send rejection email box.
5. Review the recipient's address and the pre-filled subject and body. Modify the subject or body as needed.
6. Click the Reject button.

Send Rejection Email After the Request Was Rejected

1. Navigate to Community contributions in Social investment.
2. Open the community contribution for which you want to send the rejection email.
3. In the action menu, select Send rejection email.
4. Review the recipient's address and the pre-filled subject and body. Modify the subject or body as needed.
5. Click the Send rejection email button.

Send Rejection Emails in Bulk

You can notify several rejected contributions in a single action.

1. Navigate to Community contributions in Social investment.
2. Click Select multiple and select the rejected contributionsfor which you want to send the rejection email.
3. Select the Send rejection email bulk action.
4. Confirm to send.

The system automatically excludes any record that is missing an email address, and alerts you to any missing replacement tags before sending.
 

Review the Communication Record

Every rejection email sent is automatically created as a Communication record linked to the contribution, preserving a permanent history of the notice.

To protect the integrity of the audit trail, the following fields on the communication are read-only and cannot be edited or deleted:

• Title
• Description
• Type of communication
• Attendees

Each email is tracked through its lifecycle: In progress, Sent, or Error. If a delivery fails, you can retry sending it.