GivingData's Email Types and Senders

Learn about the different types of emails that can be sent using GivingData and the email addresses from which they are sent.

This article will cover the email addresses that send various GivingData email communications, the various types of GivingData emails, and what happens to email replies. Several types of emails can be sent from GivingData. Some are automated, and others require a GivingData user to initiate the email. The email address from which these emails are sent depends on the type of email. The following grid lists the type of system-generated email and the corresponding email sender address. 

GivingData Emails Types

1. Grantee Portal user registration email - This email is sent when a GivingData user selects 'Send Registration Email' from a contact record. This option will only be available for new, unregistered, Grantee Portal users and can be found on the contact record's Portal Account tab. 

2. Grantee Portal Intake Form invitation email - This email is sent to an intake form's Assigned Grantee Portal User(s) when a GivingData user selects 'Send Invitation' from the request's Grantee Portal page.

3. Email sent using the GivingData in-app email feature - These emails are sent individually from an Interactions page within a GivingData record (e.g., request, organization, contact, payment, requirement). This feature is optional and included with GivingData Pro and Enterprise subscriptions. 


When sent, the email will display the sending user’s name with “(via GivingData)” attached at the end. Note that the sending user’s name will reflect what has been configured in Manage My Profile > Account > Name. Replies will automatically show up in the GivingData interaction.

4. Grantee Portal Intake Form submission confirmation email - This email is sent automatically by GivingData when an Assigned Grantee Portal User submits an intake form. Users can edit the confirmation email template for each individual intake form template.

5. Grantee Portal Intake Form reminder email - This email is sent automatically to an intake form's Assigned Grantee Portal User(s) based on the notification schedule that was configured for the Intake Form template. Each Intake Form template can have its own unique notification schedule (e.g., 7 days before Due Date, 1 day after Due Date, etc).

6. Notification email when a new comment is made within a Grantee Portal Intake Form -This email will be sent to the Intake Form's Assigned Grantee Portal User. A notification will also appear within the Grantee Portal. 

7. Email sent using a GivingData batch email template - These emails are sent through a Batch Edit process in Super Search. Users can create new batch email templates or modify existing templates in Admin Tools & Settings > Batch Email Templates. 

Please note that the sender of batch emails is noreply@givingdata.com which is not a real email inbox. This means that any replies sent to noreply@givingdata.com will be lost.

To avoid potential miscommunication, a best practice is to instruct recipients to reply to a specific email address (ex: grants@filantropiafund.org) within the body of the batch email.

8. Notification email when a workflow task has been assigned to a user - this email is sent when a workflow has been added to request records manually or through batch edit.

Please note that notifications for all workflow-related emails (ex: added as a follower on a task, an assigned task is due soon or overdue, assigned task is no longer waiting on another task to be completed, etc.) can be customized in Manage My Profile > Notifications > Task Notifications. 

9. Notification email when a comment has been left on a workflow task - this email is sent to the assigned user of the task — in addition to followers of the task — when a comment has been added to a workflow task.

As noted above, users can customize how and when workflow-related emails are sent in Manage My Profile > Notifications > Task Notifications.

Email Replies 

When a recipient replies to an email sent from mail@givingdata.com, in most cases the reply will be sent to the Reply To Address that is configurable within Admin Tools & Settings > Grantee Portal > Portal Settings. 

The exception is email replies to a GivingData in-app email. When a recipient replies to this type of email, the reply is sent to the email inbox of the GivingData user who sent the message, and it is automatically reflected within the Interaction record.

GivingData users can reply from either their email inbox (same email address as their GivingData account) or directly from the GivingData interaction record.