Automated email notifications on DreamApply Knowledge Base

How transactional emails work

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply follows industry-standard best practices and takes all the necessary steps to ensure its emails are trustworthy and delivered successfully.

Email addressing

To ensure email security and reliable email delivery, DreamApply uses its authentication mechanism that complies with industry standards and email service providers’ requirements. This approach streamlines the email sending process and eliminates the need for complex setups.

DreamApply sends emails from its domain: dreamapply.com to prevent impersonation (email spoofing) and maintain high deliverability. Using arbitrary email addresses in the From field is not allowed. However, you can specify a custom Reply-to address to direct responses to a different email address.

Authentication mechanism

DreamApply handles the entire authentication process on its side and requires no setup on the institution part. The authentication mechanism is built around three key components that work together to ensure the email authenticity and security.

Email types

Mon, 01 Jan 0001 00:00:00 +0000

DreamApply handles various types of emails such as:

Authentication-related emails
Messages sent to applicants
Messages sent to other parties such as Administrators, advisors

These types of emails are sent in different ways, each tailored to its specific purpose.

Authentication-related emails are sent by DreamID, the DreamApply service that provides a secure authentication layer for applicants and Administrators.

DreamID sends the following types of emails:

Confirmation emails: Sent to verify or change the email address associated with the DreamApply account
Confirmation emails for account deletion: Sent to confirm the user’s intent to delete their DreamApply account
One-time verification link: Used to verify the email address ownership

Authentication-related emails are sent on behalf of the institution in the text and HTML format with the following parameters:

Duplicate emails detection

Mon, 01 Jan 0001 00:00:00 +0000

To maintain the efficiency of email communication, DreamApply provides duplicate email detection. This feature helps prevent accidental duplicate emails, which can occur by mistake or when using the Send email to all option.

DreamApply automatically checks for duplicate emails by comparing key parameters like subject, recipients, body and attachments. If an identical email is detected in less than 24 hours, it is automatically blocked to avoid redundancy. Duplicate emails are marked as failed and will not be delivered to the recipient.

Configure outgoing email settings

Mon, 01 Jan 0001 00:00:00 +0000

You can configure the following outgoing email settings in DreamApply:

Messaging mode: Select to use the regular or two-way messaging mode
Sender details:
- From name: The display name shown to the recipient as the sender.
- From email: The email address specified in the Reply-to field. If an applicant replies to the email, the reply will be sent to this address.

The actual sender email address is system-generated and cannot be changed. Using arbitrary email addresses in the From field is not allowed. For details, see How transactional emails work and Types of emails.

Before you begin

To define email settings, your account must have the Superuser role or the instance permission.

Customize email templates

Mon, 01 Jan 0001 00:00:00 +0000

You can tailor the design, branding and content of transactional emails to match your institution identity and deliver the right message.

Customization options depend on the type of transactional emails. For authentication-related emails and emails sent to other parties, customization options are limited to email branding.

Before you begin

To customize email settings, your account must have the Superuser role or the following permissions:

instance permission to customize email branding
templates permission to customize email content
task-classes permission to customize task templates

Customize email branding

To adjust the logo and color scheme for transactional emails:

Unsubscribe from emails

Mon, 01 Jan 0001 00:00:00 +0000

If applicants no longer want to receive notifications from DreamApply, they can unsubscribe from transactional emails.

DreamApply offers several ways to unsubscribe:

Visit the Unsubscribe link: Transactional emails sent by DreamApply include an Unsubscribe link at the bottom of emails. When applicants click the link, they will be directed to a page where they can adjust their email settings.
Use the Unsubscribe button in the email: DreamApply includes the list-unsubscribe header in its emails. Some email clients such as Gmail or Apple Mail display the Unsubscribe button at the top of the email. Applicants can click the button, and the email client will automatically process the unsubscribe request using its native tools.
Adjust profile settings: Applicants can use the Email unsubscribe option in the My profile settings in the Applicant portal. If they decide to resume receiving notifications, they can disable this option again later.

Mind the following:

Unsubscribing stops transactional emails sent to applicants. Applicants will still receive emails they have requested explicitly, for example, when logging in with a one-time link.