Difference between revisions of "Email"

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=Overview=
 
=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 the contact that sent the messages, provided that contact exists within your [[SmartSimple]] 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.
+
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.
  
−
See here to learn [[User#Configuration - Essentials|how to add users and contacts]]. 
+
=Usage=
  
−
==Accessing Email from the Menu==
+
==Sending Email in Bulk==
−
1. Click the 9-square menu icon on the top right of your page.
 
  
−
:: {{Icon-Menu}} 
+
===Email Broadcast===
−
2. Under the '''Communications '''heading, select '''Email. '''
+
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.
  
−
3. The '''Email '''feature will open. 
+
Learn more about the [[Overview_of_the_Email_Broadcast_Application | Email Broadcast feature]]. 
  
−
:: [[File:Email menu emmy.png|500px|border]]
+
===Group Email===
 +
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. 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.
  
−
See '''here '''* for more information about the functionality of the Email feature. 
+
Learn more about the [[Group_Email | Group Email feature]].
  
−
==Accessing Email through Message Center==
+
Group Email supports the use of pre-made [[#Email Templates|Email Templates]].
−
The second method of accessing email is through the '''Message Center'''. When you click on any person's email address, regardless of the [[application]] or 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 Email from the Message Center. 
+
==Automation of Email==
  
−
==<span id="Types_of_Email_Services" class="mw-headline">Types of Email Services</span>==
+
===Workflow Acknowledgement Tasks===
−
* You can access email accounts in SmartSimple provided the type of account is either '''POP3''' or '''IMAP'''.
+
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.
−
* 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.
 
  
−
For more help about email services, contact the SmartSimple [[How the SmartSimple Support Desk Works|Support Desk]]. 
+
Learn more 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 to other users simply by clicking on their email address when viewing their user profile. This will launch the Message Center feature, that will allow you compose an email, and send to the target address through the platform.
 +
 
 +
The Message Center supports the use of pre-made [[#Email Templates|Email Templates]].
  
 
=Configuration - Essentials=
 
=Configuration - Essentials=
  
−
==The Message Center==
+
==Email Domain==
−
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.
+
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.
  
−
===Accessing the Message center===
+
===Sending From a SmartSimple Domain===
−
1. Click the 9-square menu icon on the top right of your page.
+
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.
  
−
:: {{Icon-Menu}}
+
<nowiki>*</nowiki> ''Note: if 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.''
−
2. Under the heading '''Communications, '''select '''Email. '''
 
  
−
:: [[File:Email from meu.png|600px|border]]
+
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.
−
3. Click into the second tab labelled '''Templates.'''
 
  
−
:: [[File:Email templates.png|500px|border]]
+
{| class="wikitable"
−
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. 
+
|-
 +
!| Domain
 +
!| Geographic Region
  
−
===Creating a New Message Template===
+
|-
−
When you have opened into the list of message templates, you are able to create a new message template.
+
|| @smartsimplemailer.ca
 +
|| Canada
 +
 
 +
|-
 +
|| @smartsimplemailer.eu
 +
|| European Union
 +
 
 +
|-
 +
|| @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
 +
 
 +
|-
 +
|| 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.
 +
 
 +
|-
 +
|| User Name
 +
|| (Optional) a username for the account that the SmartSimple platform will authenticate against your corporate mail exchange server. This attribute is optional if you are using source authentication rather than account-based authentication.
 +
 
 +
|-
 +
|| Password
 +
|| (Optional) the password for the above user, if a password is configured.
 +
 
 +
|-
 +
|| Port
 +
|| (Optional) the port to connect to on the destination server, e.g. 587, (defaults to 25 when left blank).
 +
 
 +
|-
 +
|| Encryption
 +
|| (Optional) enable or disable transit encryption, and specify the version.
 +
 
 +
|}
 +
 
 +
====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 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 sending behaviour of your SmartSimple system.
  
−
1. Click the '''+ icon '''on the top left, above the list of templates. 
+
===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 application server, and has a high likelihood of being designated as spam.
  
−
2. Fill out the form fields to create a new email template.
+
===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. The below table describes where to find each of these settings and what they control.
  
−
:: [[File:Email new template save as.png|800px|border]] 
 
 
{| class="wikitable"
 
{| class="wikitable"
 
|-
 
|-
−
||'''Name'''
+
!| Setting
−
||Message template name as it will appear on the template list.
+
!| Description
 +
 
 +
|-
 +
|| Global Setting -> Security -> Password and Activation Policies -> Activation Emails
 +
|| The address associated with email related to user creation and password management activity.
 +
 
 +
|-
 +
|| Global Setting -> Communications -> Email Options and Security -> Enable Default From Address
 +
|| The default address associated with automatic system generated email, e.g. system alerts, MFA verification during authentication.
 +
 
 
|-
 
|-
−
||'''Type'''
+
|| Global Setting -> Users -> Signup Pages
−
||
+
|| The address associated with initial welcome email related to each individual user signup page.
−
Two types are available: '''Email Template '''and '''Email Signature.'''
 
  
−
Each [[User|user]] can have an '''Email Signature '''that will be automatically appended to the bottom of each message that they create.
+
|-
 +
|| Global Setting -> Workflows -> Workflow Tasks (of type Acknowledgement)
 +
|| The address associated with email sent by Workflow automation tasks.
  
 
|-
 
|-
−
||'''Category'''
+
|| Global Setting -> Email Broadcasts
−
||
+
|| The address associated with each email broadcast template.
−
You can select from one of the following options: 
+
 
 +
|}
 +
 
 +
==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 '''Email'''.
 +
# Navigate to the second tab labelled '''Templates'''. 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.
  
−
* '''General: '''Email Template will be available in all contexts.
+
::: [[File:Email new template save as.png|800px|border]] 
−
* '''[[Universal Tracking Application|UTA]] Level 1: '''Email Template will only be available when sending an email from a UTA {{  Banner-Billable }}
 
−
* '''{{  Banner-UnderConstruction }} ''''''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.
 
  
 +
{| class="wikitable"
 
|-
 
|-
−
||'''Private/Public'''
+
!| Setting
−
||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.
+
!| Description
 +
 
 
|-
 
|-
−
||'''Role Allowed'''
+
|| '''Name'''
−
||
+
|| Message template name as it will appear on the template list.
−
Click into the text box to select from available system roles to determine who 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]] staff.
+
|-
 +
|| '''Type'''
 +
|| Two types are available: '''Email Template''' and '''Email Signature'''.
 +
 
 +
Each user can have an '''Email Signature''' that will be automatically appended to the bottom of each message that they create.
  
 
|-
 
|-
−
||'''Subject'''
+
|| '''Category'''
−
||
+
|| You can select from one of the following options: 
−
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 Approved.'''" 
+
::* '''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 Template will only be available when sending an email from a UTA Level 2 or 3.
 +
::* '''Contact:''' Email Template will only be available when sending an email from a contact record.
  
 
|-
 
|-
−
||'''Default Attachment'''
+
|| '''Private/Public'''
−
||
+
|| 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.
−
If you would like to add an attachment that is always included 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 feature. 
+
|-
 +
|| '''Role Allowed'''
 +
|| Select from available system roles to determine who has visibility of, and may use this Email Template.
  
 
|-
 
|-
−
||'''Body'''
+
|| '''Default Attachment'''
−
||
+
|| Select an attachment to always include when using this template to compose an email.
−
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 }} {{    Deprecated }}. See the [[Variable List]] for more. 
+
|-
 +
|| '''Subject'''
 +
|| The default subject line to use for the email.
  
−
'''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 or not) and size, as well as formatting of columns and indents. 
+
|-
 +
|| '''Body'''
 +
|| The default body to use for the email.
  
 
|}
 
|}
−
===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.
+
==Saving Email to the Platform==
 +
 
 +
===Configuring Activity Types to Represent Email===
 +
Email may be saved to the platform in the form of activity records.
  
−
2. Change the Template '''Type '''to '''Email Signature.'''
+
Learn more about [[Integrating Email with the UTA]].
  
−
3. Set the '''Name '''field to '''My Signature. '''
+
===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.
  
−
4. Add the Signature to the body text window. You are able to modify and personalize your signature as you please.
+
Learn more about the [[Email_Anything | Email Anything]] feature.
  
−
5. Once you are done, click '''Save. '''
+
=Configuration - Advanced=
  
−
'''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.
+
==Email Security==
 +
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 [[Email_%26_Email_Broadcast_Security|Email & Email Broadcast Security page]].
  
−
===Message Template Example with Variables===
+
=Frequently Asked Questions=
−
=Configuration - Advanced=
+
 
−
=Appendix=
+
=See Also=
 +
* [[Email_%26_Email_Broadcast_Security|Email & Email Broadcast Security page]]
 +
* [[Message Queue]]
 +
 
 +
[[Category:Email]][[Category:Communications]]

Latest revision as of 13:38, 9 May 2023

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

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.

Learn more about the Email Broadcast feature. 

Group Email

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. 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.

Learn more about the Group Email feature.

Group Email supports the use of pre-made Email Templates.

Automation of Email

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 about Workflow Email.

Workflow Acknowledgement tasks support the use of pre-made 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 to other users simply by clicking on their email address when viewing their user profile. This will launch the Message Center feature, that will allow you compose an email, and send to the target address through the platform.

The Message Center supports the use of pre-made Email Templates.

Configuration - Essentials

Email Domain

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.

* Note: if 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.

Domain Geographic Region
@smartsimplemailer.ca Canada
@smartsimplemailer.eu European Union
@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.

Setting Description
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.
User Name (Optional) a username for the account that the SmartSimple platform will authenticate against your corporate mail exchange server. This attribute is optional if you are using source authentication rather than account-based authentication.
Password (Optional) the password for the above user, if a password is configured.
Port (Optional) the port to connect to on the destination server, e.g. 587, (defaults to 25 when left blank).
Encryption (Optional) enable or disable transit encryption, and specify the version.

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 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 sending behaviour of your SmartSimple system.

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 application server, and has a high likelihood of being designated as spam.

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. The below table describes where to find each of these settings and what they control.

Setting Description
Global Setting -> Security -> Password and Activation Policies -> Activation Emails The address associated with email related to user creation and password management activity.
Global Setting -> Communications -> Email Options and Security -> Enable Default From Address The default address associated with automatic system generated email, e.g. system alerts, MFA verification during authentication.
Global Setting -> Users -> Signup Pages The address associated with initial welcome email related to each individual user signup page.
Global Setting -> Workflows -> Workflow Tasks (of type Acknowledgement) The address associated with email sent by Workflow automation tasks.
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 formatting email.

Creating a New Message Template

  1. Open the Main Menu, then under the Communication category, select Email.
  2. Navigate to the second tab labelled Templates. Any templates that already exist in the system will be listed and be available for editing.
  3. In order to create a new template, click the + icon on the top left.
Email new template save as.png 
Setting Description
Name Message template name as it will appear on the template list.
Type Two types are available: Email Template and Email Signature.

Each user can have an Email Signature that will be automatically appended to the bottom of each message that they create.

Category You can select from one of the 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.
  • Level 2 & 3: Email Template will only be available when sending an email from a UTA Level 2 or 3.
  • Contact: Email Template will only be available when sending an email from a contact record.
Private/Public 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.
Role Allowed Select from available system roles to determine who has visibility of, and may use this Email Template.
Default Attachment Select an attachment to always include when using this template to compose an email.
Subject The default subject line to use for the email.
Body The default body to use for the email.

Saving Email to the Platform

Configuring Activity Types to Represent Email

Email may be saved to the platform in the form of activity records.

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.

Learn more about the Email Anything feature.

Configuration - Advanced

Email Security

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 Email & Email Broadcast Security page.

Frequently Asked Questions

See Also

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