Difference between revisions of "Managing Email"

Revision as of 17:57, 21 September 2017

You can add and edit emails by logging in and clicking ADMIN, MANAGE EMAIL, and then select GROUP EMAIL, SYSTEM EMAIL or CONDITIONAL EMAIL. Click ADD to add a new email or click on the paper/pencil icon next to an email to edit it.

System Email

System email is a way for Contensive developers to add email functionality when an event happens on a site. In order to receive these emails, they need to be configured. The fields within a system email are as follows:

• Name - name of the email, this field is read only and used by the Contensive Developer
• Subject Line - subject line of the email being sent (this field is required and the email will not be sent unless this field is completed)
• From Address - email address the email comes from (this field is required and the email will not be sent unless this field is completed)
• Send Confirmation To - If a person would like to be notified each time this email is sent, select a user to receive the notification
• Email Template - allows the email to use a template
• Body - the body of the email being sent
• Allow Link Authentication - when checked, each link in the email that points back to the Contensive site will authenticate the receiving user when clicked
• Allow Spam Footer - adds the SPAM footer to the bootom of each email

All email types have a tab for groups and topics. If groups or topics are selected in the system email record, this email will send one email to each member of the groups or topics selected.

To modify a system email, login and click on ADMIN, MANAGE EMAIL and then SYSTEM EMAIL. You will then click on the paper/pencil icon next to the email you want to modify. Once you make desired changes, click OK to save them.

Group Email

The Group Email function enables you to target email to specific groups of people.

How to Create a New Group Email

When you are on the website and are logged on as an Administrator, you will click ADMIN. On this page, you will select MANAGE EMAIL and then GROUP EMAIL from the menu on the left side of your screen. After you click GROUP EMAIL, you will see a list of all group emails already sent on the right side of your screen. Here you will click on ADD from the menu to open a new mail record.

On this screen, you will name the record, fill in the subject line (this will be the subject line for the email), enter a valid email address (specifying who in your organization is sending the email), select the confirmation email from the drop down (this is the email where the confirmation and the test emails will be sent), and create your copy in the BODY.

You may also choose a specific EMAIL TEMPLATE if you have them set up for certain types of email and a DO NOT SEND BEFORE date/time if you want to delay the delivery of your email. Don't forget to click SEND so that your email will be submitted to send immediately or after the specified date.

You may also add links and images to your email the same way you do these tasks on a web page.

If you check the ALLOW LINK AUTHENTICATION box, it enables the system to encode the member names and passwords, if appropriate, in a link you can create in the email body. This will enable personalization in the visit and allow members with proper group affiliation to get through path blocks, without having to log in.

How to Personalize An Email

If you want to add personalization to an email, such as "Dear Joe", you can use a PERSONALIZATION ADD-ON from the menu, as shown below:

Place your cursor in the Body of the email where you want the personalization to appear, and then click on the ADD-ONS drop down and choose the add-on you want. The add-on you choose depends on what you want customized. In this example, you chose the add-on PERSONALIZATION-FIRSTNAME so that the email will read "Dear John" or whatever first name is associated with the email address each email is sent to. There are also add-ons for email address, last name, name, password, and username.

How to Specify Groups for An Email

When you have the email record open, click on the SEND TO GROUPS TAB. All existing groups are listed here. Simply click on the groups that you want this email sent to. For more detailed information on how to create and manage groups refer to the Manage Groups Section.

If a person is a member of more then one group set to receive the email, they will only receive one copy of the email. Also, individual people can be excluded from Group Emails if the ALLOW GROUP EMAIL option on their People record is not checked. Click SAVE to save your email after you have entered all content and specified groups. ,br />

Instead of sending to a specific group, you may also wish to send to all people who are associated with a particular topic, which works the same as groups. To do this click on the SEND TO TOPICS TAB and check the box next to the associated topics you wish to receive the email.

Sending the Email

When you have finished composing your email, you should send a test email to make sure everything looks the way you want and that there are no errors. To accomplish this task, simply click the SEND TEST button. An email will be sent to the person specified in the SEND CONFIRMATION TO field. This email will be exactly what you will send to your groups.

If you need to make any changes, go to the ADMIN page, and click on MANAGE EMAIL and then GROUP EMAIL from the menu on the left side of your screen. When you see the list of emails on the right side of the screen, click on the paper/pencil icon for the email you need to modify. This will open up the record for that email and you can change anything that needs adjustment.

Conditional Email

Conditional email is a way for Contensive developers to add email functionality when a condition happens on a site. In order to receive these emails, they need to be configured. The fields within a conditional email are as follows:

• Name - name of the email, this field is read only and used by the Contensive Developer
• Subject Line - subject line of the email being sent (this field is required and the email will not be sent unless this field is completed)
• From Address - email address the email comes from (this field is required and the email will not be sent unless this field is completed)
• Send Confirmation To - If a person would like to be notified each time this email is sent, select a user to receive the notification
• Email Template - allows the email to use a template
• Body - the body of the email being sent
• Condition - Select either "days before expiration from group", "days after joining group" or "on the birthday of group members"
• Condition Period - How many days after condition happens to send email
• Do Not Send Before - Date before which email will not be sent
• Do Not Send After - Date after which email will not be sent
• Allow Link Authentication - when checked, each link in the email that points back to the Contensive site will authenticate the receiving user when clicked
• Submitted - Email has been submitted for use.

This email has a tab for condition groups. You must select a group or groups from this tab in order to send this email.

Once the email has been setup, you must select someone in the Send Confirmation To field and click SEND TEST. After you have sent a test, you will then be able to click on ACTIVATE so the conditional email is now ready to send when the condition is met.

This email takes a day to send, based on the date in Settings, Advanced, Site Properties, "EMAILSERVICELASTCHECK".

To modify a conditional email, login and click on ADMIN, MANAGE EMAIL and then CONDITIONAL EMAIL. You will then click on the paper/pencil icon next to the email you want to modify. Click DEACTIVATE, make changes and click Save. You will then click Activate again to reactivate this email.