# Notifications for nominations

As soon as you [switch nominations on](/en/c/feedbacks/set-up-nominations) for a feedback, easyreview takes over the communication. There is nothing to set up: saving creates nine notification types with 22 ready-made rules, all switched on except one. This article shows which email goes out when and to whom, and which settings you actually need so that nobody is spammed and nobody misses anything.

## Which email goes out when, and to whom?

| Email | Goes out when | To |
|---|---|---|
| Nomination requested | a list enters the nomination step, so at the start of the nomination period or when someone is added to the edition later | the role that proposes in this nomination path |
| Review of the nominations requested | the proposals enter a review stage | the reviewers of that stage |
| Acceptance requested | a proposed person is asked to accept | that person only, including an external person without an account |
| Approval of the nominations requested | a list enters an approval stage | the approvers of that stage |
| Replacement requested | a nominee declines or an approver picks "Request a new nomination" | the person who proposed the one who dropped out |
| Invitation confirmed | the feedback providers of a perspective are settled | the feedback recipient. This rule is switched off out of the box |
| Approval blocked | a list cannot be approved because the rule of the perspective is violated or a replacement is still open | the proposing role, plus the HR admins through a second rule |
| Nomination period ending | the period ends in three days and nominations are still open | HR admins and the nominators with open nominations |
| Nomination period expired | the period is over and nominations are still open | the same recipients |

The roles come from the [nomination path](/en/c/feedbacks/set-up-nomination-paths) and are resolved per feedback recipient: "Supervisor" is always the manager of the person the list is about. If easyreview finds nobody for a role, for example because no manager is on file, the email goes to the HR admins. An automatic nomination path has no "Nomination requested" email, because nobody has to propose there.

External people nominated through a nomination path only receive "Acceptance requested" from this group, along with its reminder. All other emails lead into easyreview, which they cannot open without an account, so they never go to them.

What counts is the list, not the person. A feedback recipient with three nominated perspectives triggers these emails three times, once per perspective. For the approval, easyreview only writes to those who have not acted yet: whoever has already approved the list in this round drops out of the recipients.

The two period emails run on a check that starts several times a day. Each of their rules sends once per edition and end date. Move the end of the nomination period and it goes out again.

## Who gets a reminder, and after how many days?

Three types come with a reminder, each after 7 days:

* Nomination requested
* Acceptance requested
* Approval blocked

Reminders only go out while the step is still open. Anyone who has nominated, accepted or unblocked the list hears nothing more. Review, approval and replacement have no reminder out of the box. If you want one there, add another rule with the "Reminder" sending option: [Sending and reminders](/en/c/notifications/sending-and-reminders).

## Where you change all of this

The rules live in the Notification Center of the feedback, at the very top in the "Nominations" group. You get there from the [settings of the feedback](/en/c/feedbacks/review-settings): click "Edit" in the "E-mails" row.

![Notification Center of a feedback with the Nominations group and its nine types](/attachments/benachrichtigungen/benachrichtigungen-fuer-nominierungen/benachrichtigungscenter-nominierungen.png)

Clicking a type expands its rules. Texts, recipients, timing and the on/off switch work like they do for every other notification, see [Create and edit a notification rule](/en/c/notifications/create-and-edit-notification-rule) and [Set recipients](/en/c/notifications/set-recipients). Switch nominations off again for this feedback and the group disappears. Your rules and texts are kept and are back the next time you switch it on.

## Why every request appears twice: "Applies to"

With five types, every email appears twice in the rule list. The reason: the same sentence would have to work for two very different readers. An employee choosing her own peers reads "Propose your feedback providers". A manager nominating for somebody else reads "Propose feedback providers for Jonas Weber". So each of these emails exists twice, once for **Self-nomination** and once for **Nomination by others**, each with its own subject and its own text.

easyreview decides per list which one applies. "Self-nomination" applies when the step belongs to the feedback recipient herself, "Nomination by others" when somebody else handles it for her. For "Nomination requested", "Replacement requested" and "Approval blocked" the proposing role of the nomination path decides that, for review and approval the role of the respective stage. That is why the rules there are called "Request (own list)" and "Request (another person's list)".

You find the choice in the **Settings** tab of the rule, under "Applies to". Leave both boxes unticked and the rule covers both cases. That is how the HR rule for "Approval blocked" is built, the one that goes to the HR department with neutral wording.

![Settings of a rule with the choice under Applies to and the Send as digest field](/attachments/benachrichtigungen/benachrichtigungen-fuer-nominierungen/regel-gilt-fuer-und-buendelung.png)

:::info
If you switch one of the two rules off, the type shows a warning in the Notification Center: "No notification is sent in the following cases: Self-nomination". So you notice right away when a case is left uncovered.

:::

## One email instead of thirty: "Send as digest"

Someone approving thirty lists should not get thirty emails. That is what the window in minutes under "Send as digest" is for. With 0, every email goes out immediately. With a number, easyreview collects the notifications of that rule for that person for as long as the window lasts. Every further one within the window resets the clock. Only once things stay quiet does a single email go out with everything collected. The example above uses 240 minutes, so the approvers hear from easyreview at most every four hours.

Every type offers the window except "Invitation confirmed" and the two period emails.

You'll find the text of the bundled email in the **Bundled** tab next to **Content**, with its own subject. It is used whenever several collected notifications come together. It holds the "Nomination list" block, which lists every collected nomination with person, status and link. If only one is left in the end, the normal single email from the **Content** tab goes out.

![Bundled tab of an approval rule with the Nomination list block](/attachments/benachrichtigungen/benachrichtigungen-fuer-nominierungen/gebuendelt-nominierungsliste.png)

If the tab says "off", the rule doesn't bundle. If "Template" turns yellow, you changed the text in the **Content** tab but not the bundled one. Adjust it as well, so the digest doesn't sound different from the single email. More in [Sending and reminders](/en/c/notifications/sending-and-reminders).

What happens in the meantime is visible in the [Delivery Log](/en/c/notifications/delivery-log): waiting notifications sit there with the status "Collecting".

## Your own texts: blocks and placeholders

In the **Content** tab you work as you do for every other email, see [Design content and use placeholders](/en/c/notifications/content-and-placeholders). Two blocks are added here:

* **Nomination link** is the button of the email. Freshly inserted it reads "To the nominations"; the built-in texts give it fitting labels such as "To the list" or "Accept or decline". It leads to the nomination page of the feedback recipient, straight to the perspective in question. In the acceptance email it leads to the personal acceptance page of the nominated person instead. That page works without signing in, and only she gets the link. For "Invitation confirmed" the button leads to the profile of the feedback recipient, because she is not necessarily allowed to open the nomination page.
* **Nomination list** lists the nominations the email is about, each with name, status and link. It is most useful in the text of the **Bundled** tab.

Instead of the nomination link, the two period emails carry the **Edition link** block. It leads to the "Nominations" tab of the edition.

![Content tab of a nomination rule with the Nomination link block and the placeholder list](/attachments/benachrichtigungen/benachrichtigungen-fuer-nominierungen/inhalt-nominierungs-link.png)

For these types the "Available placeholders" sidebar offers, among others, `[Reviewee Name]`, `[Perspective]`, `[Nominator]`, `[Nominee]`, `[Nomination path]`, `[Next step]`, `[Status sentence]` and `[Deadline sentence]`. `[Deadline sentence]` is a complete sentence with the end of the nomination period and stays empty when the edition has no end. `[Status sentence]` stays empty in emails to external people. "Approval blocked" adds `[Rule violation]`, the period emails add `[Number of open nominations]`.

## The invitation to the questionnaire is a different email

None of these nine emails invites anyone to the questionnaire. That only happens after "Invitation confirmed", through the usual invitation rules of the feedback and the invitation date of the edition: [Notifications for feedbacks](/en/c/feedbacks/notifications). External people are invited through the same rules and on the same invitation date. If no date is pending any more, their invitation goes out right away with the approval of their list.

## Reminding somebody by hand

Sometimes you do not want to wait for the reminder after 7 days. "Send reminder", in the "Nominations" tab of the edition and on the nomination page of a person, sends the request of the current step again, even if it has already gone out once. This only works if an immediately sending rule is active for that step and there is somebody to remind. Otherwise easyreview reports: "No notification is active for the current step, or there is nobody to remind." How to do this for several people at once is described in [Handle several nominations at once](/en/c/feedbacks/handle-several-nominations-at-once).