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{{Banner-UnderConstruction}}=Overview=The SmartSimple platform provides several features that support communication via email. These features range from the ability to send email in bulk to target audiences, automated email that send based on your workflow, as well as individually crafted ad hoc email. Configuration options are also available for you 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 send email as configured, there are limits and best practices that need to be observed in order to maximize the successful delivery of email. These limits and best practices are ever changing, as is the industry standards that they are designed to follow. =Usage=
=Overview='''Email Access '''is provided within [[SmartSimple]] from two different features. Regardless of which technique you use, you are always able to store incoming emails with Learn more about the contact that sent the messages, provided that contact exists within your [[SmartSimpleOverview_of_the_Email_Broadcast_Application | Email Broadcast feature]] system. Contact activities include all emails as well as other types of activities. When you save an email address to a specific contact, it will become visible to anyone who has access to view that contact.
* See here ===Group Email===The Group Email feature enables you to learn [[User#Configuration - Essentials|how 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 add users and contacts]]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. The contents of the email also has context to the record, so you can include information from the record within your message. An example of this could be the sending of a reminder email to the owners of UTA records that are currently in a draft status, to remind them to submit their records.
==Accessing Learn more about the [[Group_Email | Group Email from the Menu==1. Click the 9-square menu icon on the top right of your pagefeature]].
:: {{IconGroup Email supports the use of pre-Menu}} 2. Under the '''Communications '''heading, select '''made [[#Email Templates|EmailTemplates]]. '''
3. The '''Email '''feature will open. ==Automation of Email==
:: [[File:Email menu emmy===Workflow Acknowledgement Tasks===Within the Workflow automation module, is the ability to configure Acknowledgement type tasks.png|600px|border]]: :* A section later 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 in this article titled [[Email#Email Menu Options|Email Menu Options]] will provide more , and with context to and ability to include information about the functionality of from the Email featurerecord too.
==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 the Learn more about [[application]] or feature you are using (such as by viewing their [[profileWorkflows_Overview#Task_Type:_Acknowledgement|Workflow Email]]), you will launch the Message Center which allows you to compose and send an email message.
:* A section later on in this article titled Workflow Acknowledgement tasks support the use of pre-made [[Email#Creating a New Email from the Message CenterTemplates|Creating a New Email from the Message CenterTemplates]] will explain how to create and send an email through this method.
For example, you can access a contact by finding them from the '''People '''list, found under the '''Organizations '''heading in The Message Center supports the main menu (accessed via the 9use of pre-square menu icon on the top right of your page)made [[#Email Templates|Email Templates]].
The contact's email address will appear on their profile. =Configuration - Essentials=
::: [[File:==Email message center example 1Domain==Email by default is sent out from the platform using a SmartSimple-managed domain.png|500px|border]]Clicking directly on their While the platform offers the option to configure email to be sent with a from address will allow a modal window of the '''Message Center '''your corporate domain, care must be taken to pop upavoid having these email be regarded as spam. For the best results for email delivery, only the following configuration options are recommended.
::: [[File:Message center preview===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*.png|750px|border]]Your first option is It should be noted that these domains are not monitored, and are not configured to choose a receive mail. You may use an alias of your choice in the form of ''alias''Template @''smartsimpledomain'from a drop', e.g. acme-down of available Message Templates in the system that your [[User role|role]] has permission to userecruitment@smartsimplemailer. This article will provide instructions for [[Creating com, but we suggest a New Message Template]] later ongeneral alias such as donotreply, e.g. donotreply@smartsimplemailer.com.
Your next option is to either send by email or [[Using Instant Messaging|<nowiki>*</nowiki> ''Note: if you are subscribed to SmartSimple'Instant''' Message]]s Private Cloud offering, and self-host your own infrastructure,''' '''another communications feature within your environment may not be configured to relay email through SmartSimple that can -managed mail exchange servers, and this configuration option may not be accessed from the main [[menu]]applicable to you. ''
After confirming those optionsThe following table lists the SmartSimple-managed domains available for your use, you can then click on your next step with one of as well as the geographic location that the buttons: email will be routed from.
* If you do not select a Template, this page will appear with all fields blank except for the '''To '''field, which will be populated with the email address of the contact whose email you clicked.|-* If you ''do'' select a Template, any features that have been created in [[Creating a New Message Template|Message Template]] will already be displayed| @smartsimplemailer. ca* No matter the Template, you can still modify your body content via the menu in the body text window, which allows changes to such features as font weight or colour. || Canada
===Attaching Files to Email===
You will have options to '''upload files '''at the bottom of the new email page. You can upload files from [[SmartFolders]] within your SmartSimple [[instance]] or from a Local Disk (your own computer). The '''Local Disk '''option has a max file upload size of 10MB. Click the '''Attach '''button to the right of these options to attach the files selected.
If email is originated from a [[UTA]] item, you have the option to upload '''Files from Custom Fields. ''' A "Custom Fields" button will be available for the [[User|user]] to attach files that have been uploaded into certain fields on the UTA object ([[Custom Field Type: Link – Single File|single file]], [[Custom Field Type: Display Only – Image|image]] and [[Custom Field Type: Link – Multiple Files|multi-file]] upload fields).
::: {{Icon====To Configure SMTP Relay in SmartSimple====The configuration of SMTP relay functionality can be found in the Global Settings -Menu}}2> Communications tab. Under When this feature is configured, all subsequent email generated by the heading '''Communicationsplatform 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, '''select '''Emailan 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. '''
::: [[File:Email from meu.png|600px|border]]
3. Click into the second tab labelled '''Templates.'''
::: [[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.
When you have opened into the list of message templates, you are able to create a new message template.
1. Click the '''+ icon '''on the top left, above the list of templates.
2. Fill out the form fields to create a new email template.
:::: [[File:Email new template save as.png|800px|border]]
::* '''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
::* '''Level 2 & 3: '''Email Template will only be available when sending an email from a UTA {{ l3 }} or {{ UTA }}.
::* '''Contact: '''Email Template will only be available when sending an email from a contact record.
|-
||'''Private/Public'''
||If you are in a [[User role|role]] with manager permissions to create global templates, you are able to use this option to create a template that can be used by everyone in the organization. This option is not visible to users who do not have this manager permission and are creating an Email Template.
===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====To Configure SMTP Relay in Your Mail Exchange Server====Please refer to any documentation provided by the vendor of your mail exchange server for specific instructions on how to enable SMTP relay functionality. Click the '''New Template '''tab Some general points to consider during setup are listed below.* Determine the method of authentication, 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 send email from the '''Email '''pageother 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.
2. Change ===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 Template '''Type '''to '''Email Signatureapplication server, and has a high likelihood of being designated as spam.'''
3===Where to Set the Email Domain===Due to the highly configurable nature of the SmartSimple platform, there are several different areas that allow you to specify what from address an email is composed with. Set the '''Name '''field to '''My SignatureThe below table describes where to find each of these settings and what they control. '''
4. Add the Signature to the body text window. You are able to modify and personalize your signature as you please.{| class="wikitable"|-!| Setting!| Description
5|-|| Global Setting -> Security -> Password and Activation Policies -> Activation Emails|| The address associated with email related to user creation and password management activity. Once you are done, click '''Save. '''
'''Note: '''The '''Save As '''button is for when you create a template for the first time. Clicking this will enable a pop|-|| Global Setting -> Communications -> Email Options and Security -up that prompts you to put in the Template Name so that it can be saved into the > Enable Default From Address|| The default address associated with automatic systemgenerated email, e. Otherwiseg. system alerts, clicking '''Save '''will suffice when you are making changes to an already existing templateMFA verification during authentication.
=Configuration |- Advanced===Email Templates for User Activation and Password==|| Global Setting -> Users -> Signup PagesYou can use '''Email Templates '''to manage the content of notifications sent to users who are either new || The address associated with initial welcome email related to the system or require new passwords/password changeeach individual user signup page.
These templates can be accessed and modified |-|| Global Setting -> Workflows -> Workflow Tasks (of type Acknowledgement)|| The address associated with email sent by following these steps: Workflow automation tasks.
1. Click on the 9|-square menu icon on the top right of your page|| Global Setting -> Email Broadcasts|| The address associated with each email broadcast template.
:: {{Icon-Menu|}} 2. Under the heading '''Configuration, '''select '''Global Settings.'''
3. Under ==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 tab '''Security, '''select '''Password and Activation Policiesemail contents.'''
:: [Learn more about [Filehttps:Password and activation policies global settings//www.pngcampaignmonitor.com/dev-resources/guides/coding-html-emails/#two|500px|borderformatting email]] 4. On the second tab, you will see the '''Activation Email Templates.'''
:: [[File:Activation email templates.png|800px|border]] ===Creating a New Message Template===The # Open the '''Main Menu'''Activation Email Templates , then under the '''page has template options for Communication'''New Usercategory, select '''Email'''Request Password, .# Navigate to the second tab labelled '''and Templates'''Password Change Notification.Any templates that already exist in the system will be listed and be available for editing.# In order to create a new template, click the '''+''' icon on the top left.
* The '''New User '''email message is sent to to a ::: [[User|user]] when you enable their access to your SmartSimple [[instance]] for the first timeFile:Email new template save as. * The '''Request Password '''email message is sent to a user when they request a new [[Password Policypng|password]] from the [[Login page800px|login pageborder]]. * The '''Password Change Notification '''email message is sent to the user when a System Administrator or themselves have changed their account's password.
* See [[Password Variables to Set or Reset User Passwords]] if needed|-|| '''Name'''|| Message template name as it will appear on the template list.
==Integrating |-|| '''Type'''|| Two types are available: '''Email with UTA==See our [[Integrating Template''' and '''Email with the UTA]] page for more information and instructionsSignature'''.
==Feature: Email Broadcast==The Each user can have an '''Email Broadcast Signature'''feature enables you to send messages with or without attachments, targeted to specific roles either [[Internal|internal]] or [[External|external]] that will be automatically appended to your organizationthe bottom of each message that they create.
To use the |-|| '''Email Broadcast Category'''feature, ensure that [[User role|roles]] have been created so that you | You can communicate with everyone you need to easily.select from one of the following options:
Next, ensure that ::* '''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.::* '''Level 2 & 3:''' Email#Creating Template will only be available when sending an email from a Message UTA Level 2 or 3.::* '''Contact:''' Email Template|Message Template]] has been created for each specific will only be available when sending an email broadcastfrom a contact record.
You can attach calendar links, documents, images|-|| '''Private/Public'''|| Select private if this will just be a template for use by yourself, or anything else public if you need your contacts wish to make this template available to receiveother users. You can also track This option is not visible to users who has opened your email in the '''Reader Logdo not have the manager permission for creating an Email Template. '''
==Feature: Email Anything==|-With the || '''Email Anything Default Attachment'''feature, you have the ability || Select an attachment to always include when using this template to generate unique compose an email addresses tied to various objects or records. This adds the convenience of attaching emails directly to the relevant object or record.
<u>|-|| '''Some functions of Email Anything'''</u>''': Body'''|| The default body to use for the email.
:* You can configure the '''Email Anything '''feature so that when your external users send an email to a record, a '''sub-record '''is created on that record.:* Emails sent to an organization record can also create contact records in the system.:* Emails sent to a {{UTA|}} record can create an '''activity '''on that record; users are then able to interact with and create records on your online database without even logging in.:* The system will automatically record all incoming and outgoing activity on the source record so all communications are properly tracked.
<pre> This feature is also searched as the following: Objemail, eMail Everything, object email, @objemail@ </pre>===Configuring Saving Email Anything=to the Platform==[[File:Objemail.png|@objemail@ example]]
The syntax (@objemail@) can ===Configuring Activity Types to Represent Email===Email may be used saved to generate a unique email address for objects the platform in SmartSimple.<br /> This will attach the email as a sub-record to the record from which is has been triggered.<br /> The status form of the email record is controlled by the '''Received Activity Status '''setting. If there is a [[Workflow]] defined on that status it will be triggered when the record is addedactivity records.
'''<u>Use Cases</u>: '''<br />* '''Review Forms''' - A reviewer ===Email Anything Feature===With the Email Anything feature, the platform can send an generate unique email addresses that are mapped to the application<br />* '''Project Management''' - Staff can send email individual records. Any emails sent to community contacts while keeping the communication on file, eliminating the need for Outlook Plugin<br />* '''Letters of References''' - Applicant will enter referee these unique email addressaddresses, which will allow are then processed by the Referee platform to be attached to respond back with the letter of reference attached<br />* '''Support Tickets''' - A client can record as a sub activity. This allows you to track all email communications surrounding a ticket directly<br />* '''Anonymous Email Address''' - Users can inquire about opportunities without revealing their email address - similar to what online trading-places haveparticular record as activities within the platform.
'''<u>Example Usage</u>: '''<br />You can create a [[Custom Field Type: Read Only – System Variables|Read Only – System Variables]] Custom field with the following contents:=Configuration - Advanced=
<pre>==Email Security==<script>// <!To configure access permissions surrounding email functionality, including access to specific email features, as well as granular settings within email functions to restrict which user roles a user can include as an email recipient, see our [CDATA[function copyToClipboard(element) { var $temp = $("<input>"); $("body").append($temp); $temp.val($(element).text()).select(); document.execCommand("copy"); $temp.remove();}// Email_%26_Email_Broadcast_Security|Email & Email Broadcast Security page]]></script><span id="objEmail"><a href="mailto:@objemail@">@objemail@</a></span> <a>(Copy to Clipboard)</a></pre>.
Clicking on the email address will open a new email with your default email program<br /><br />Clicking '''Copy to Clipboard''' will copy the email address to your clipboard so you can paste it (Ctrl-V) into your email program etc.=Frequently Asked Questions=
minor spelling fix
==Sending Email in Bulk==
===Email Broadcast===
The 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. That is, you can select users according to attributes such as their user roles, or specific field values, or even the company categories, or specific field values of the parent company that a user resides within.
==<span id="Types_of_Email_Services" class="mwReminder and Follow-headline">Types of Up Email Services</span>===:* You Activity records can access be setup with a standard reminder email accounts in SmartSimple provided the type of account that is either '''POP3''' or '''IMAP'''sent before a specified date time, or a standard follow-up email after a specified date time.:* You cannot access other types of These reminder and follow-up email services settings are presented as standard fields that are not configured to operate as '''POP3''' or '''IMAP'''can be enabled on UTA Level 2, or Level 3 type records.:* The accounts you wish to access must After these fields have been previously established with some other service.:* SmartSimple does not provide an email server; howeverenabled, you users can send emails from within SmartSimple if your then select whether they wish these email service is unavailable.For more help about to be sent on a per-record basis by manually adjusting when they wish the email servicesto be sent, contact relative to the SmartSimple [[How value of the SmartSimple Support Desk Works|Support Desk]]. Find out all end date and time standard field of the options you have for emailing through different domains from our [[Email Options]] pagethat record.
=Configuration - Essentials===Email Menu Options==::: [[File:Email menu emmy.png|600px|border]]{| class="wikitable"|-||'''Accounts'''|||-||'''Templates'''|||-||'''Sending Ad Hoc Email Received'''|||-||'''Email Sent'''|||-||'''Standard Fields on List View'''|||}==The Message Center==The '''Message Center''' is used to display pre-defined message templates in order to simplify the creation of an email message, and to streamline the emailing process. You can make email templates available to certain roles or create your personalized, user-specific signature to append to your emails.
===Creating a New Email from the Message Center===By following method 2 of accessing '''Email''' functionality - directly Users can send individual ad hoc email to other users simply by clicking a contact's on their email address from somewhere in the system - a modal window of when viewing their user profile. This will launch the '''Message Center''' feature, that will pop upallow you compose an email, allowing you to create and send an email to that contactthe target address through the platform.
{| class="wikitable"
|-
!||'''Compose'''Domain!||Clicking the '''Compose '''button will bring you to a new email page within the same modal window. The email page looks similar to what you would expect when composing an email in Microsoft Outlook or Gmail.Geographic Region
|-
||'''Compose in New Window'''@smartsimplemailer.eu||Clicking this button will have the same functionality as the '''Compose '''button except that the page will appear as a new window. This window can then be moved around your screen, minimized, or fully closed in order to allow you to continually see and use other SmartSimple functions.European Union
|-
||'''Preview'''||Clicking the '''Preview '''button will generate a preview depending on the Template you have chosen@smartsimplemailer. The preview will be generated at the bottom half of the modal window, under the heading '''Preview. '''com|-||'''Close'''United States||Click this button to close the Message Center and return to the contact profile whose email address you clicked.
|}
===Creating a New Message TemplateSending From Your Own Domain via SMTP Relay===1You 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. Click This will require the 9-square menu icon ability on the top right part of your pagemail 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.
{| class="wikitable"
|-
!||'''Name'''||Message template name as it will appear on the template list.|-||'''Type'''||Two types are available: '''Email Template '''and '''Email Signature.'''SettingEach [[User!|user]] can have an '''Email Signature '''that will be automatically appended to the bottom of each message that they create.Description
|-
||'''Category'''Server||You can select from one (Required) the web or IP address of the following options: external endpoint of your corporate mail exchange server to connect to, e.g. smtp.samplecompany.com.
|-
||'''Role Allowed'''User Name||Click into (Optional) a username for the account that the text box to select from available system roles to determine who SmartSimple platform will authenticate against your corporate mail exchange server. This attribute is allowed to use this Email Template. '''Ex: '''People with '''Staff '''roles can have the ability to use an Email Template designed specifically for [[Internal|internal]] staffoptional if you are using source authentication rather than account-based authentication.
|-
||'''Subject'''Password||The subject line of (Optional) the Email Template will appear here. '''Ex: '''You can create an Email Template password for acceptances of grant applications; these might all have the same subject lineabove user, "'''Grant Approvedif a password is configured.'''"
|-
||'''Default Attachment'''Port||If you would like (Optional) the port to add an attachment that is always included with this Email Template, you can click the '''binocular icon '''connect to look up and select on the files heredestination server, e. '''Note: '''The available file options must first be uploaded into [[SmartFolders]] or Configuration Foldersg. 587, also found in the SmartFolders feature(defaults to 25 when left blank).
|-
||'''Body'''Encryption||The body of the message can be typed here. All types of formatting are supported - you are able to copy and paste information from other programs, including images, into the body window. '''View Variables - '''Click this option to see from a list 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 }}. See the [[Variable List]] for more. '''Font/Content Modification - '''Utilize the menu options available in the body text window to modify the content of your email. For example, you can change the font weight (bold Optional) enable or not) and sizedisable transit encryption, as well as formatting of columns and indentsspecify the version.
|}
{| class==Hierarchical User Email Templates=="wikitable"A different password activation email can be defined for each company which will automatically apply to all sub|-companies in the [[Organization hierarchy]] unless they have defined their own password policy. When viewing a company in your hierarchy, select '''Settings > [[Password Policy]]''' to define the password activation email. If there are no password activation emails defined for a company or the companies above it in the hierarchy, the password policy set in [[Global Settings]] will apply.!| Setting!| Description
|-|| '''Tip: Role Allowed'''If you || Select from available system roles to determine who has visibility of, and may use the email broadcast feature regularly for your SmartSimple [[instance]], you can create a [[Portals#Shortcuts|shortcut]] on your home page for quicker accessthis Email Template.
|-|| '''Email Anything Subject'''ensures that all claimants' or applicants' emails are tracked and stored in their own unique record and assigned email address - this eliminates lost or misplaced communications coming into a larger, communal || The default subject line to use for the email inbox.
Learn more about [[Integrating Email with the UTA]].
Learn more about the [[Email_Anything | Email Anything]] feature.
=See MoreAlso=* [[Email Options]]* [[Email_%26_Email_Broadcast_Security|Email & Email Broadcast Securitypage]]
* [[Message Queue]]
[[Category:Email]][[Category:Communications]]
