Difference between revisions of "Group Email"

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SmartSimple provides Group Email functionality within all levels of the '''[[UTA]]''' to permit the mailing of multiple individuals associated with an entity.
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SmartSimple provides Group Email functionality within all levels of the '''[[UTA]]''' to permit the mailing of multiple individuals associated with an entity. You can use variables to display information pertinent to the user, organization or UTA level 1, 2 or 3 in the emails. For example, display the first name of the recipient in each email. See [[Variable_List|Variable List]] to learn more about variables. 
  
  
 
==Enabling Group Email==
 
==Enabling Group Email==
  
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* Click on the Settings tab on the Menu Bar to access the configuration pages for the UTA.
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You must enable group email before you can use this feature. To enable group email:
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[[Image:GroupEmail1.png]]
 
  
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* Click on the [[Advanced Logic]] hyperlink in the Settings tab.
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# Navigate to the desired UTA.
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[[Image:GroupEmail2.png]]
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# Click '''Configuration Settings'''.
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# Click the '''Security''' tab.
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# Click '''Visibility Permissions'''.
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# Scroll down to '''Enable Group Email'''.
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# Use the '''Lookup''' to choose the roles you would like to permission.  
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# If desired enter '''Logic''', see [[Visibility_Condition]] to learn about constructing conditions for the Logic input.
  
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* Click on the Object drop-down list. Scroll down and select one of the following options depending on where in the UTA the Group Email feature should reside.
 
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** Show Level 1 Contact Group Email
 
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** Show Level 2 Contact Group Email
 
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** Show Level 3 Contact Group Email
 
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[[Image:GroupEmail3.png]]
 
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* In the Condition field enter an appropriate [[Advanced_Logic#Sample_Conditional_Statements|conditional statement]] for when the Group Email button should be displayed.
 
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* Click Save.
 
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* The Group Email button should now appear in the appropriate level of the UTA based on the conditional statement entered.
 
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[[Image:GroupEmail4a.png]]
 
  
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==Using Group Email from within individual UTA record==
  
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To send a group email to any contacts associated with a level one from a level one record:
  
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==Using Group Email from within individual UTA record==
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# Navigate into the desired record in the UTA.
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# Click the '''Edit''' button in the action bar (the record must be in edit mode to use group email).
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* Navigate into the record and scroll down to the Contacts section.
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# Click the '''Contacts''' tab.
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# Check one or more contacts that you would like to email.
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# Click the '''Group Email''' button (will open a modal window to guide you through the process).
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# You will see the list of contacts to be emailed, click '''Next'''.
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# Choose a '''Template''' from the dropdown.
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# Add a '''Subject'''.
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# If you want to save the email as an activity check '''Save as Event''' (see note below).
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# Modify the body of your email as desired.
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# Click '''Next'''.
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# See preview of how the email will look, as well as options to add CC recipients and attachments.
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# Click '''Send Message'''.
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# You will get a notification that the Email was sent successfully and you may close the modal window.
  
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* Click on the Group Email button to launch the Group Email window.
 
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[[Image:GroupEmail5.png]]
 
  
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* The window is comprised of the following elements:
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'''NOTE:''' When checking off '''Save As Event''', if an Email activity has been configured in the UTA the Email will be stored against the record. If no Email activity is configured the Email activity will be saved against the contact profile of all recipients.
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** Templates - All public email templates which are appropriate for the UTA level you are sending the email from within. You can select any of the available options.
 
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** Recipients - List of potential recipients of this email. This is based on the individuals in the Contacts section, plus the owner and person. Each user has a check box adjacent to their name to allow them to be selected as a recipient.
 
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** From Address - The email address of the sender.
 
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** Save As Event - Stores the email as an activity.
 
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** Send button - Sends the email to the selected recipients.  
 
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** Preview - Is blank until a Template is selected. Once the Template is selected then the Preview section will show the contents of the selected Template.
 
  
  
 
==Using Group Email from UTA list view ==
 
==Using Group Email from UTA list view ==
  
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* The UTA also provides the [[Level 1 List View|list view]] to provide an overview of similar records in one go.
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Send an email to contacts in a specific role, associated with a specific UTA level 1, 2 or 3 record:
  
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* The Group Email feature is also enabled against the list view, but is slightly different from the Group Email feature available against the individual records. This difference is necessary because sometimes there is a need to only send users one email per group mailing, not one per record.
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# Go to the desire UTA and select the desired list view (you can use the search panel to narrow down the list of records).
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# Check the desired records.
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* Go to the UTA and click on the tabs along the top to access the Level 1, Level 2 or Level 3 records. You can use the [[Search Panel Options| search panel]] to narrow down the list of records.
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# Click the '''Group Email''' button in the action bar (you must check a record to see the button).
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# Check the Roles you want to send the email to (note if the number of users selected is 0 no one will receive an email).
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* Click in the check boxes against the records that the Group Email will be sent against.  
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# Click '''Next'''.
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'''NOTE:''' If you click on the Group Email button without having any check-boxes populated you will receive an alert informing you of the need to select at least one record.
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# Choose a '''Template'''.
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# Enter a '''Subject'''.
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# Modify the email body as desired.
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# Click '''Next'''.
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# See preview as well as options to add CC recipients and attachments.C
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# Click '''Next'''.
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# The email is sent, you can close the modal window.
  
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:[[Image:GroupEmails1.png|border]]
 
  
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* The Group Email window will launch.
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Note: Group Email from a UTA list has an option for '''Unique Recipients'''. If checked this option will only send one email to each recipient even if they are attached to multiple records. Additionally UTA level 1, 2 and 3 variables will not be processed when this option is checked.
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:[[Image:GroupEmails2.png|border]]
 
  
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The window is comprised of the following elements:
 
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* Unique Recipient - Indicates that any users associated with the selected records will only be sent one single email as part of the group mailing, rather than one email for every record they are associated with. If this is checked then user will be presented with an alert informing them that "any variables in the Email Template that refer to fields in the UTA (Level 1, 2 or 3) will not be processed if the Unique Recipient checkbox is populated". 
 
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* Templates - All public email templates which are appropriate for the UTA level you are sending the email from within. You can select any of the available options but if the Unique Recipient check-box is populated you should not use a template containing variables as these will not be processed for unique recipients.
 
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* Recipients - List of roles used to associate people with a UTA record. This includes the Owner and Contact standard fields, as well as roles used to add individuals in the Contacts section. Each role has a check box adjacent to the name. This allows users associated added against a record with that role to be selected as a recipient.
 
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* From Address - The email address of the sender.
 
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* Save As Event - Stores the email as an activity.
 
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* Send button - Sends the email to the selected recipients.
 
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* Preview - Is blank until a Template is selected. Once the Template is selected then the Preview section will show the contents of the selected Template.
 
  
 
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[[Category:Email]][[Category:Email Broadcast]]
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[[Category:Email]][[Category:Email Broadcast]][[Category:How]]

Latest revision as of 14:01, 11 October 2017

How.png This article will explain how you can implement this feature for use on your SmartSimple system.

SmartSimple provides Group Email functionality within all levels of the UTA to permit the mailing of multiple individuals associated with an entity. You can use variables to display information pertinent to the user, organization or UTA level 1, 2 or 3 in the emails. For example, display the first name of the recipient in each email. See Variable List to learn more about variables.


Enabling Group Email

You must enable group email before you can use this feature. To enable group email:

  1. Navigate to the desired UTA.
  2. Click Configuration Settings.
  3. Click the Security tab.
  4. Click Visibility Permissions.
  5. Scroll down to Enable Group Email.
  6. Use the Lookup to choose the roles you would like to permission.
  7. If desired enter Logic, see Visibility_Condition to learn about constructing conditions for the Logic input.


Using Group Email from within individual UTA record

To send a group email to any contacts associated with a level one from a level one record:

  1. Navigate into the desired record in the UTA.
  2. Click the Edit button in the action bar (the record must be in edit mode to use group email).
  3. Click the Contacts tab.
  4. Check one or more contacts that you would like to email.
  5. Click the Group Email button (will open a modal window to guide you through the process).
  6. You will see the list of contacts to be emailed, click Next.
  7. Choose a Template from the dropdown.
  8. Add a Subject.
  9. If you want to save the email as an activity check Save as Event (see note below).
  10. Modify the body of your email as desired.
  11. Click Next.
  12. See preview of how the email will look, as well as options to add CC recipients and attachments.
  13. Click Send Message.
  14. You will get a notification that the Email was sent successfully and you may close the modal window.


NOTE: When checking off Save As Event, if an Email activity has been configured in the UTA the Email will be stored against the record. If no Email activity is configured the Email activity will be saved against the contact profile of all recipients.


Using Group Email from UTA list view

Send an email to contacts in a specific role, associated with a specific UTA level 1, 2 or 3 record:

  1. Go to the desire UTA and select the desired list view (you can use the search panel to narrow down the list of records).
  2. Check the desired records.
  3. Click the Group Email button in the action bar (you must check a record to see the button).
  4. Check the Roles you want to send the email to (note if the number of users selected is 0 no one will receive an email).
  5. Click Next.
  6. Choose a Template.
  7. Enter a Subject.
  8. Modify the email body as desired.
  9. Click Next.
  10. See preview as well as options to add CC recipients and attachments.C
  11. Click Next.
  12. The email is sent, you can close the modal window.


Note: Group Email from a UTA list has an option for Unique Recipients. If checked this option will only send one email to each recipient even if they are attached to multiple records. Additionally UTA level 1, 2 and 3 variables will not be processed when this option is checked.


Why.jpeg Click here to learn why this feature is a benefit to your organization.
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