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'''Email Access '''is provided within [[The SmartSimple]] from two different platform provides several featuresthat support communication via email. Regardless of which technique you use, you are always able These features range from the ability to send email in bulk to store incoming emails with the contact that sent the messagestarget audiences, provided automated email that contact exists within send based on your [[SmartSimple]] system. Contact activities include all emails workflow, as well as other types of activitiesindividually crafted ad hoc email. When Configuration options are also available for you save an to personalize your email content, and the delivery of email , such as varying the from address that email is sent with. It should be noted however, that while the platform makes a best effort to a specific contactsend email as configured, it will become visible there are limits and best practices that need to anyone who has access be observed in order to view maximize the successful delivery of email. These limits and best practices are ever changing, as is the industry standards that contactthey are designed to follow.
* See here to learn [[User#Configuration - Essentials|how to add users and contacts]]. =Usage=
:: {{Icon-Menu}} ===Email Broadcast===2The Email Broadcast feature enables you to send email in bulk to your users. You can define the recipient list of a broadcast through the same search criteria available to you in the People list view. Under That is, you can select users according to attributes such as their user roles, or specific field values, or even the '''Communications '''headingcompany categories, select '''Emailor specific field values of the parent company that a user resides within. '''
3. The '''Email '''Learn more about the [[Overview_of_the_Email_Broadcast_Application | Email Broadcast feature will open]].
:: [[File:===Group Email menu emmy===The Group Email feature enables you to send email from a List View of records, targeted towards the users associated to these records. Currently, this feature is available from any UTA List View, or Organization List View. This lets you target a message to users that are associated by a specific role to a set of records that you can search based on any criteria available in the List View, such as type, status, or field value.png|500px|border]]See '''here '''* for more The contents of the email also has context to the record, so you can include information about from the record within your message. An example of this could be the functionality sending of a reminder email to the Email featureowners of UTA records that are currently in a draft status, to remind them to submit their records.
==Accessing Email through Message Center==The second method of accessing email is through the '''Message Center'''. When you click on any person's email address, regardless of Learn more about the [[application]] or Group_Email | Group Email feature you are using (such as by viewing their [[profile]]), you will launch the Message Center which allows you to compose and send an email message.
See '''here '''* for more information about creating and sending an Group Email from supports the Message Centeruse of pre-made [[#Email Templates|Email Templates]].
For ===Workflow Acknowledgement Tasks===Within the Workflow automation module, is the ability to configure Acknowledgement type tasks. This grants the ability to trigger automated email notifications based upon the same conditions that a Workflow may trigger. This allows you great flexibility in sending email notifications based on a wide variety of criteria, targeted to any number of users associated to the record that the Workflow was triggered on, and with context to and ability to include information from the record too. Learn more help about [[Workflows_Overview#Task_Type:_Acknowledgement|Workflow Email]]. Workflow Acknowledgement tasks support the use of pre-made [[#Email Templates|Email Templates]]. ===Reminder and Follow-Up Email===Activity records can be setup with a standard reminder email that is sent before a specified date time, or a standard follow-up email after a specified date time. These reminder and follow-up email settings are presented as standard fields that can be enabled on UTA Level 2, or Level 3 type records. After these fields have been enabled, users can then select whether they wish these email to be sent on a per-record basis by manually adjusting when they wish the email to be sent, relative to the value of the end date and time standard field of that record. ==Sending Ad Hoc Email== ===Message Center===Users can send individual ad hoc email servicesto other users simply by clicking on their email address when viewing their user profile. This will launch the Message Center feature, contact that will allow you compose an email, and send to the target address through the platform. The Message Center supports the SmartSimple use of pre-made [[How the SmartSimple Support Desk Works#Email Templates|Support DeskEmail Templates]].
===Accessing the Message center===|-|| Password1. Click || (Optional) the 9-square menu icon on password for the top right of your pageabove user, if a password is configured.
:: {{Icon|-Menu}}2|| Port|| (Optional) the port to connect to on the destination server, e. Under the heading '''Communicationsg. 587, '''select '''Email(defaults to 25 when left blank). '''
:: [[File:Email from meu.png|600px-||border]]Encryption3. Click into || (Optional) enable or disable transit encryption, and specify the second tab labelled '''Templatesversion.'''
:: [[File:Email templates.png|500px|border]]Any templates that are already available to the system will be listed. Click the '''pencil icon '''on the left of the name of the template if you would like to edit that specific template. }
1. Click the '''+ icon '''on ===Sending From Your Own Domain without SMTP Relay===This configuration is not recommended as it will result in email being sent by the SmartSimple platform via the local mail server of the top leftapplication server, above the list and has a high likelihood of templatesbeing designated as spam.
2. Fill out ===Where to Set the Email Domain===Due to the highly configurable nature of the form fields SmartSimple platform, there are several different areas that allow you to create a new specify what from address an email templateis composed with. The below table describes where to find each of these settings and what they control.
:: [[File:Email new template save as.png|800px|border]]
Each [[User|user]] can have an '''-|| Global Setting -> Communications -> Email Signature '''that will be automatically appended to the bottom of each message that they createOptions and Security -> Enable Default From Address|| The default address associated with automatic system generated email, e.g. system alerts, MFA verification during authentication.
* '''General: '''Email Template will be available in all contexts.|-* '''[[Universal Tracking Application|UTA]] Level 1: '''Email Template will only be available when sending an email from a UTA {{ Banner| Global Setting -Billable }}* '''{{ Banner> Workflows -UnderConstruction }} ''''''Level 2 & 3: '''Email Template will only be available when sending an email from a UTA {{ l3 }} or {{ UTA }}.> Workflow Tasks (of type Acknowledgement)* '''Contact: '''Email Template will only be available when sending an || The address associated with email from a contact recordsent by Workflow automation tasks.
===Creating a Signature Template===
A signature template is used to add your user-specific, personalized signature to the bottom of the email messages that you send.
1==Saving Email to the Platform== ===Configuring Activity Types to Represent Email===Email may be saved to the platform in the form of activity records. Click the '''New Template '''tab from the '''Email '''page Learn more about [[Integrating Email with the UTA]]. ===Email Anything Feature===With the Email Anything feature, the platform can generate unique email addresses that are mapped to individual records. Any emails sent to these unique email addresses, are then processed by the platform to be attached to the record as a sub activity. This allows you to track all email communications surrounding a particular record as activities within the platform.
2. Change Learn more about the Template '''Type '''to '''[[Email_Anything | Email SignatureAnything]] feature.'''
3. Set the '''Name '''field to '''My Signature. '''=Configuration - Advanced=
4. Add the Signature ==Email Security==To configure access permissions surrounding email functionality, including access to the body text window. You are able specific email features, as well as granular settings within email functions to modify and personalize your signature restrict which user roles a user can include as you pleasean email recipient, see our [[Email_%26_Email_Broadcast_Security|Email & Email Broadcast Security page]].
5. Once you are done, click '''Save. '''=Frequently Asked Questions=
'''Note: '''The '''Save As '''button is for when you create a template for the first time. Clicking this will enable a pop-up that prompts you to put in the Template Name so that it can be saved into the system. Otherwise, clicking '''Save '''will suffice when you are making changes to an already existing template.=See Also=* [[Email_%26_Email_Broadcast_Security|Email & Email Broadcast Security page]]* [[Message Queue]]
===Message Template Example with Variables====Configuration - Advanced==Appendix=[[Category:Email]][[Category:Communications]]
minor spelling fix
=Overview=
==Accessing Sending Email from the Menuin Bulk==1. Click the 9-square menu icon on the top right of your page.
==<span id="Types_of_Email_Services" class="mw-headline">Types Automation of Email Services</span>==* You can access email accounts in SmartSimple provided the type of account is either '''POP3''' or '''IMAP'''.* You cannot access other types of email services that are not configured to operate as '''POP3''' or '''IMAP'''.* The accounts you wish to access must have been previously established with some other service.* [wiki/SmartSimple SmartSimple] does not provide an email server; however, you can send emails from within [wiki/SmartSimple SmartSimple] if your email service is unavailable.
=Configuration - Essentials=
==Email Menu OptionsDomain==Email by default is sent out from the platform using a SmartSimple-managed domain. While the platform offers the option to configure email to be sent with a from address of your corporate domain, care must be taken to avoid having these email be regarded as spam. For the best results for email delivery, only the following configuration options are recommended. ===Sending From a SmartSimple Domain===Configure email with a from address of a SmartSimple-managed domain. This will be the most reliable method of sending email. Email configured in this manner will be relayed via SmartSimple-managed mail exchange servers*. It should be noted that these domains are not monitored, and are not configured to receive mail. You may use an alias of your choice in the form of ''alias''@''smartsimpledomain'', e.g. acme-recruitment@smartsimplemailer.com, but we suggest a general alias such as donotreply, e.g. donotreply@smartsimplemailer.com. <nowiki>*</nowiki> ''Note:: [[File:Email menu emmyif you are subscribed to SmartSimple's Private Cloud offering, and self-host your own infrastructure, your environment may not be configured to relay email through SmartSimple-managed mail exchange servers, and this configuration option may not be applicable to you.'' The following table lists the SmartSimple-managed domains available for your use, as well as the geographic location that the email will be routed from.png|500px|border]]
{| class="wikitable"
|-
!|Domain!|'''Accounts'''Geographic Region||
|-
||'''Templates'''@smartsimplemailer.ca||Canada
|-
||'''Email Received'''@smartsimplemailer.eu||European Union
|-
||'''Email Sent'''@smartsimplemailer.com||United States |} ===Sending From Your Own Domain via SMTP Relay===You may configure email with a from address of your own corporate domain, but when doing so you should also configure the SMTP relay function in the SmartSimple platform, to relay the email through your corporate mail exchange system for successful delivery of email. This will require the ability on the part of your mail exchange system to accept SMTP relay, and accept email relay from the SmartSimple platform. If you configure email within the SmartSimple platform to send with a from address of your own corporate domain, but do not have SMTP relay configured, there is a high likelihood that the email will be designated as spam, and not be delivered to the recipient. ====To Configure SMTP Relay in SmartSimple====The configuration of SMTP relay functionality can be found in the Global Settings -> Communications tab. When this feature is configured, all subsequent email generated by the platform will be routed through the specified server. It is important, when leveraging this feature, to also have configured, everywhere in the platform that allows you to specify the from address of an email, an appropriate email address in order for the platform to successfully relay email to the specified mail exchange server. The following table describes the settings available for configuration with SMTP relay. {| class="wikitable"
|-
!|Setting!| Description |'''Standard Fields on List View'''-||Server|}| (Required) the web or IP address of the external endpoint of your corporate mail exchange server to connect to, e.g. smtp.samplecompany.com.==<br />The Message Center==The '''Message center''' is used to display pre|-defined message templates in order to simplify || User Name|| (Optional) a username for the creation of an email message, and to streamline account that the emailing processSmartSimple platform will authenticate against your corporate mail exchange server. You can make email templates available to certain roles or create your personalized, userThis attribute is optional if you are using source authentication rather than account-specific signature to append to your emailsbased authentication.
===Creating a New Message Template=To Configure SMTP Relay in Your Mail Exchange Server====When you have opened into Please refer to any documentation provided by the list vendor of message templatesyour mail exchange server for specific instructions on how to enable SMTP relay functionality. Some general points to consider during setup are listed below.* Determine the method of authentication, you are and whether basic authentication with username will be used.* Verify the permissions of the account used for the relay functionality. Is the account able to send email to external entities/domains? Is the account able to create a new message templatesend email from other internal accounts? Consider the scenario where users may use the SmartSimple platform to send ad hoc email with the from address set to their individual email address.* Consider any sending limits that may be imposed by your mail exchange server, and compare this against the sending behaviour of your SmartSimple system.
{| class="wikitable"
|-
!|Setting!|'''Name'''Description||Message template name as it will appear on the template list.
|-
||'''Type'''Global Setting -> Security -> Password and Activation Policies -> Activation Emails||Two types are available: '''Email Template '''and '''Email SignatureThe address associated with email related to user creation and password management activity.'''
|-
||'''Category'''Global Setting -> Users -> Signup Pages||You can select from one of the following options: The address associated with initial welcome email related to each individual user signup page.
|-
||Global Setting -> Email Broadcasts|| The address associated with each email broadcast template. |} ==Email Templates==Administrators can configure pre-made templates for their end users, in order to provide consistent branding, or initial text content, which may then be selected when composing an email to pre-populate the email contents. Learn more about [https://www.campaignmonitor.com/dev-resources/guides/coding-html-emails/#two| formatting email]. ===Creating a New Message Template===# Open the '''Main Menu''', then under the '''Communication''' category, select '''Private/PublicEmail'''.||If you are in a [[User role|role]] with manager permissions # Navigate to create global the second tab labelled '''Templates'''. Any templates, you are able to use this option that already exist in the system will be listed and be available for editing.# In order to create a new template that can be used by everyone in , click the '''+''' icon on the organizationtop left. This option is not visible to users who do not have this manager permission and are creating an ::: [[File:Email Templatenew template save as.png|800px|border]] {| class="wikitable"
|-
!||'''Role Allowed'''Setting!||Click into the text box to select from available system roles to determine who is allowed to use this Email Template.Description
|-|| '''Ex: Name'''People with '''Staff '''roles can have || Message template name as it will appear on the ability to use an Email Template designed specifically for [[Internal|internal]] stafftemplate list.
|-
||'''SubjectType'''||The subject line of the Two types are available: '''Email Template will appear here''' and '''Email Signature'''.
Each user can have an '''Ex: Email Signature'''You can that will be automatically appended to the bottom of each message that they create an Email Template for acceptances of grant applications; these might all have the same subject line, "'''Grant Approved.'''"
|-
||'''Default AttachmentCategory'''||If you would like to add an attachment that is always included with this Email Template, you You can click the '''binocular icon '''to look up and select from one of the files here.following options:
::* '''General:''' Email Template will be available in all contexts.::* '''UTA Level 1:''' Email Template will only be available when sending an email from a UTA.::* '''NoteLevel 2 & 3: '''The Email Template will only be available file options must first when sending an email from a UTA Level 2 or 3.::* '''Contact:''' Email Template will only be uploaded into [[SmartFolders]] or Configuration Folders, also found in the SmartFolders featureavailable when sending an email from a contact record.
|-
||'''BodyPrivate/Public'''||The body of the message can Select private if this will just be typed here. All types of formatting are supported - a template for use by yourself, or public if you are able wish to make this template available to copy and paste information from other programs, including images, into users. This option is not visible to users who do not have the body windowmanager permission for creating an Email Template.
|-|| '''View Variables - Role Allowed'''Click this option || Select from available system roles to see from a list determine who has visibility of system-wide variables. These will be autopopulated with the appropriate text based on the recipients. For example, @GrantID@ will autopopulate with the specific grant ID number if you are sending it to the grant recipients from a {{ l1 }} {{ Deprecated }}. See the [[Variable List]] for moreand may use this Email Template.
|-|| '''Default Attachment'''Font/Content Modification || Select an attachment to always include when using this template to compose an email. |- || '''Subject''Utilize the menu options available in '|| The default subject line to use for the email. |-|| '''Body'''|| The default body text window to modify use for the content of your email. For example, you can change the font weight (bold or not) and size, as well as formatting of columns and indents.
|}
