Email Overview

All three XenDirect modules contain options for using email to communicate with clients. In some cases they are automatic and in others they are manually launched by users.

It is important to note that Xenegrade makes every effort to assure delivery of emails to recipients. However, Xenegrade cannot guarantee delivery of and assumes no liability for any email sent via XenDirect modules.  There are many reasons why emails do not get delivered to recipients including spam filters, internet issues, incorrect email addresses, blocked servers, host email rejections, and more.  Once sent, Xenegrade has little or no control of many of the factors that could prevent successful delivery of an email.

This section of the support knowledgebase covers:

• Creating email templates
  • Almost all emails sent through XenDirect require a user-defined template for the content of the email.
  • There are some reserved template names used for specific functions in XenDirect.
• Using embed codes
  • Embed codes are special codes users embed into the content of an email template to insert variable text such as a course title or a client name.
  • Not all email templates support embed codes.
• Sending emails
  • Sending manual emails is a process by which users can send an email template to one or many recipients.
  • Release 2 and Release 3 use a different process to filter and send emails.
  • Automatic emails require little or no involvement on the part of a user except to possibly create the required email template.
  • InSight reports sent via email use an entirely different email function outside the main email process and do not utilize the user-defined email templates.
• Scheduling emails
  • Scheduled emails is a process by which users can create a user-define template and have it sent automatically based on specified filtering and timing criteria.

Before emails can be sent via XenDirect, the email process needs to be set up according to certain specifications. Once set up, there is little need for users to revisit the setup process again. See Setting Up Email.

Marketing versus Transactional Emails

Users should be knowledgeable about standard and commonly accepted email sending practices and requirements before sending emails through XenDirect. Users should also follow the requirements of their organization related to sending emails or any form of communications.

• Transactional emails: These are emails of a business nature related to the recipients participation in your program.
• Marketing emails: These are emails to inform recipients of some information with the intent to foster a purchase or enrollment of some form.

Users should always make sure marketing emails contain the ability to allow the recipient to unsubscribe from receiving marketing emails. In most situations, transactional emails are expected part of business and unsubscribe notices may be optional. Xenegrade also supports the use of Opt-In rather than Opt-Out email lists.

Related Topics:

Reporting Email Issues

Setting Up Email