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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 ===Sending From Your Own Domain via SMTP Relay===You may configure email is originated with a from a [[UTA]] itemaddress of your own corporate domain, but when doing so you have 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 option part of your mail exchange system to upload '''Files accept SMTP relay, and accept email relay from Custom Fieldsthe SmartSimple platform. ''' A "Custom Fields" button 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 available for the [[User|user]] to attach files that have been uploaded into certain fields on designated as spam, and not be delivered to 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)recipient.
::: {{Icon| class="wikitable"|-Menu}}2. Under the heading '''Communications, '''select '''Email. '''!| Setting!| Description
::: [[File:Email from meu.png|600px-||border]]Server3|| (Required) the web or IP address of the external endpoint of your corporate mail exchange server to connect to, e. Click into the second tab labelled '''Templatesg. smtp.samplecompany.com.'''
::: [[File:Email templates.png|500px-||border]]User Name: :* Any templates that are already available to || (Optional) a username for the account that the system SmartSimple platform will be listedauthenticate against your corporate mail exchange server. Click the '''pencil icon '''on the left of the name of the template This attribute is optional if you would like to edit that specific templateare using source authentication rather than account-based authentication.
When you have opened into |-|| Password|| (Optional) the list of message templatespassword for the above user, you are able to create if a new message templatepassword is configured.
1. Click the '''+ icon '''|-|| Port|| (Optional) the port to connect to on the top destination server, e.g. 587, (defaults to 25 when left, above the list of templatesblank).
2. Fill out |-|| Encryption|| (Optional) enable or disable transit encryption, and specify the form fields to create a new email templateversion.
:::: [[File:Email new template save as.png|800px|border]] {| class="wikitable"|-||'''Name'''||Message template name as it will appear on the template list.|-||'''Type'''||Two types are available: '''Email Template '''and '''Email Signature.'''}
Each [[User|user]] can have an '''Email Signature '''that ====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. Some general points to consider during setup are listed below.* Determine the method of authentication, and whether basic authentication with username will be automatically appended 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 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 bottom sending behaviour of each message that they createyour SmartSimple system.
|-===Sending From Your Own Domain without SMTP Relay===||'''Category'''||You can select from one This configuration is not recommended as it will result in email being sent by the SmartSimple platform via the local mail server of the following options: application server, and has a high likelihood of being designated as spam.
::* '''General: '''===Where to Set the Email Template will be available in all contexts.Domain===::* '''[[Universal Tracking Application|UTA]] Level 1: '''Email Template will only be available when sending an email Due to the highly configurable nature of the SmartSimple platform, there are several different areas that allow you to specify what from a UTA ::* '''Level 2 & 3: '''Email Template will only be available when sending address an email from a UTA {{ l3 }} or {{ UTA }}is composed with.::* '''Contact: '''Email Template will only be available when sending an email from a contact recordThe below table describes where to find each of these settings and what they control.
'''Ex: '''People with '''Staff '''roles can have the ability to use an |-|| Global Setting -> Communications -> Email Template designed specifically for [[InternalOptions and Security -> Enable Default From Address||internal]] staffThe default address associated with automatic system generated email, e.g. system alerts, MFA verification during authentication.
===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. Click the '''New Template '''tab from the '''Email '''page==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.
2Learn more about [https://www. Change the Template '''Type '''to '''Email Signaturecampaignmonitor.com/dev-resources/guides/coding-html-emails/#two| formatting email].'''
3===Creating a New Message Template===# Open the '''Main Menu''', then under the '''Communication''' category, select '''Email'''. Set the # Navigate to the second tab labelled '''Name Templates'''field to . 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 '''My Signature. +'''icon on the top left.
4. Add the Signature to the body text window. You are able to modify and personalize your signature ::: [[File:Email new template save as you please.png|800px|border]]
5. Once you are done, click '''Save. '''{| class="wikitable"|-!| Setting!| Description
===Message Template Example with Variables===|-=Configuration - Advanced=|| '''Type'''==|| Two types are available: '''Email Templates for User Activation and Password==You can use Template''' and '''Email Templates Signature'''to manage the content of notifications sent to users who are either new to the system or require new passwords/password change.
These templates can Each user can have an '''Email Signature''' that will be accessed and modified by following these steps: automatically appended to the bottom of each message that they create.
1. Click on the 9|-square menu icon on || '''Category'''|| You can select from one of the top right of your page.following options:
3. Under the tab |-|| '''Security, Private/Public'''select '''Password and Activation Policies|| Select private if this will just be a template for use by yourself, or public if you wish to make this template available to other users. This option is not visible to users who do not have the manager permission for creating an Email Template.'''
:: [[File:Password and activation policies global settings.png|500px-||border]] 4. On the second tab, you will see the '''Activation Email Templates.Role Allowed'''|| Select from available system roles to determine who has visibility of, and may use this Email Template.
:: [[File:Activation email templates.png|800px-||border]] The '''Activation Email Templates Default Attachment'''page has || Select an attachment to always include when using this template options for '''New User, ''''''Request Password, '''and '''Password Change Notificationto compose an email.'''
* The '''New User '''email message is sent to to a [[User|user]] when you enable their access to your SmartSimple [[instance]] for the first time. -* The || '''Request Password Subject'''email message is sent to a user when they request a new [[Password Policy|password]] from the [[Login page|login page]]. * The '''Password Change Notification '''email message is sent The default subject line to use for the user when a System Administrator or themselves have changed their account's passwordemail.
==Hierarchical User Email Templates==|-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]]Body''' to define || The default body to use for 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.
* See [[Password Variables to Set or Reset User Passwords]] if needed. |}
'''Learn more about [[Integrating Email Anything '''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 email inboxwith the UTA]].
<u>'''Some functions of ===Email Anything'''</u>''': '''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.
:* You can configure the '''Learn more about the [[Email_Anything | Email Anything '''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>=Configuration - Advanced==Configuring Email Anything===[[File:Objemail.png|@objemail@ example]] The syntax (@objemail@) can be used to generate a unique email address for objects in SmartSimple.<br /> This will attach the email as a sub-record to the record from which is has been triggered.<br /> The status 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 added. <br />'''Use Cases: '''<br />* '''Review Forms''' - A reviewer can send an email to the application<br />* '''Project Management''' - Staff can send email to community contacts while keeping the communication on file, eliminating the need for Outlook Plugin<br />* '''Letters of References''' - Applicant will enter referee email address, which will allow the Referee to respond back with the letter of reference attached<br />* '''Support Tickets''' - A client can email a ticket directly<br />* '''Anonymous Email Address''' - Users can inquire about opportunities without revealing their email address - similar to what online trading-places have '''Example Usage: '''<br />You can create a [[Custom Field Type: Read Only – System Variables|Read Only – System Variables]] Custom field with the following contents:
<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 Template=To Configure SMTP Relay in SmartSimple====1The configuration of SMTP relay functionality can be found in the Global Settings -> Communications tab. Click When this feature is configured, all subsequent email generated by the 9-square menu icon on 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 top right from address of your pagean 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!|'''Private/Public'''Description||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.
|-
||'''Role Allowed'''Global Setting -> Security -> Password and Activation Policies -> Activation Emails||Click into the text box to select from available system roles to determine who is allowed The address associated with email related to use this Email Templateuser creation and password management activity.
|-
||'''Subject'''Global Setting -> Users -> Signup Pages||The subject line of the Email Template will appear here. '''Ex: '''You can create an Email Template for acceptances of grant applications; these might all have the same subject line, "'''Grant Approvedaddress associated with initial welcome email related to each individual user signup page.'''"
|-
||'''Default Attachment'''Global Setting -> Workflows -> Workflow Tasks (of type Acknowledgement)||If you would like to add an attachment that is always included The address associated with this Email Template, you can click the '''binocular icon '''to look up and select the files here. '''Note: '''The available file options must first be uploaded into [[SmartFolders]] or Configuration Folders, also found in the SmartFolders featureemail sent by Workflow automation tasks.
|-
||'''Body'''Global Setting -> Email Broadcasts||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 address associated 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 each emailbroadcast template. For example, you can change the font weight (bold or not) and size, as well as formatting of columns and indents.
|}
|-|| '''Note: ''Name'The '''Save As '''button is for when you create a || Message template for the first time. Clicking this name as it will enable a pop-up that prompts you to put in appear on 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 templatelist.
:: {{Icon-Menu}} * '''General:''' Email Template will be available in all contexts.2::* '''UTA Level 1:''' Email Template will only be available when sending an email from a UTA. Under the heading ::* '''Configuration, Level 2 & 3:'''select Email Template will only be available when sending an email from a UTA Level 2 or 3.::* '''Global Settings.Contact:'''Email Template will only be available when sending an email from a contact record.
==Integrating Saving Email with UTAto the Platform==See our [[Integrating Email with the UTA]] page for more information and instructions.
==Feature: =Configuring Activity Types to Represent Email Anything===With the '''Email Anything '''feature, you have may be saved to the ability to generate unique email addresses tied to various objects or records. This adds platform in the convenience form of attaching emails directly to the relevant object or recordactivity records.
=See MoreAlso=* [[Email_%26_Email_Broadcast_Security|Email Options& Email Broadcast Security page]]
* [[Message Queue]]
[[Category:Email]][[Category:Communications]]