This function sends emails to clients using the Email Templates. If displayed in the menu, the special APP version sends emails to clients based on a program application process and is not suggested for general purpose marketing. The Permitted Marketing Methods restriction is not enabled in the special APP version. The APP version is in Enterprise only.
Navigation: Report Menu »» Marketing »» Send Email
Applies To: Enterprise Plus Basic
Release: 2
Note: Send Email is restricted to a maximum of 5,000 emails at any one send process. Use search options and send in smaller groups when a larger email group is needed.
How To Send Emails
- Create an email template.
- From Report Menu »» Marketing »» Send Email, select the search and report options including the Email Template desired.
- Click the Print Preview button to review the list of clients resulting from the search options. Rows tagged as "DO NOT EMAIL" will not be included in the send process due to the value set in the client's Enforce Permitted Marketing Methods.
- Close the report and refine the search if necessary. Repeat the Print Preview process until satisfied the list is correct.
- Using the same search and report options, click the Send Email button.
- A prompt will display confirming user intention to send email. Click Cancel to stop the email process or OK to send the email.
- After the mail is sent, a completed prompt will confirm the email process is finished. Click OK to close.
Email Tips and Notes
- Always preview the report before emailing. The report details list of client names to receive the email. This list provides the user the opportunity to correct and refine the search options before sending the email. The report also displays which clients will not be sent an email based on lack of an email address or their client record is tagged as an email "Do Not Contact".
- It is best to send smaller numbers of emails rather than large numbers of emails. When large numbers of emails are to be sent, it is suggested to break the search into smaller groups.
- When an email is sent, a record is added to each Client's Case Notes including the email subject line and the date sent.
- If a client record contains an email address and the client is included in the filtered search, the client will be included in the email send.
- One sample copy of the email is sent to the sender's email address (see Return Email below) for reference and confirmation every time the Send Email process is used. The subject line of the email will include "Sample Copy". The client does not see this extra text added to the subject line of the email. No matter how many emails are sent, only one sample copy email will be sent.
- A banner can be added to the email using the web banner value at Admin Menu »» Settings »» Branch Profile / Web Options tab. Upload the image for the Web Registration confirmation email banner. The image should be a high quality JPG file 730 x 66 pixels in size. This field is not available if WebReg is not enabled. Do not use spaces in the banner file name.
- Spam and Junk Mail: Xenegrade servers will send emails with reliability. However, there is no guarantee that the recipient will receive the email. Spam filters, junk mail, and deleted emails are just a few of the reasons that clients don't receive emails. It is recommended to always inform clients to check their junk mail folders and spam filters if they claim to not have received an email.
-
Unassigned Clients: To include clients in an email broadcast that do not have any Assignments, set Include Unassigned Clients = Yes. When using this option, do not use an email template that contains embed fields for Assignment, Course and Course Section fields. Also note that all search and report options that would force data from Assignments, Courses and Course Sections are ignored. Only the following Client related search filters are included in the filter when Include Unassigned Clients = Yes. Note that this report option has a separate permission setting. When permission for this report option is set to View = No, then only "No" will display in the select list, and the user cannot use this function to send email to unassigned clients.
- Client ID
- Client First Name
- Client Last Name
- School Name
- School District
- Client Funding
- Client Classification
- County
- Client Type
- Client Age
-
Enforce Permitted Marketing Method: Select the option from the list to restrict the search results to only those clients that have given permission to use the method selected. Leaving this field blank does not restrict records based on the Permitted Marketing Methods field in the client’s record.
- See Client Info for details on the Permitted Marketing Methods client setting.
-
Unsubscribe Option - As of 4/1/16, this option can ONLY be set to "Include" based on CAN-SPAM rules. The option remains visible to users as a reminder that the Unsubscribe notification is being included. Even if set to "Select", the unsubscribe notification is included.
- The email message will contain a statement similar to this: "If you no longer wish to receive marketing email messages, click here to unsubscribe. Even if you unsubscribe, you may still receive email business messages in regards to your enrollment in existing or future activities."
- When the client clicks on the link, they will go to a browser window that will inform them the change has been confirmed. The Client Info record will be modified and "Email" will automatically be removed from the Permitted Marketing Methods field list of values. A case note will also be added as a record that the client requested the addition of the email to the Do Not Call list.
-
Prevent Duplicates: Determines if duplicate emails are sent.Omit RegFee: If selected Yes, courses and sections set up using the reserved Course ID = "RegFee--" are not included in the search.
- No: Duplicate emails are sent without restrictions based on the search parameters.
- Yes - Per Client: Duplicate emails are only sent one per client no matter how many registrations they have and based on search parameters.
- Yes - Per Email: Duplicate emails are only sent one per email address no matter how many registrations they have or clients that have that email address, and also based on search parameters.
-
Return Email: The return email will be selected from the following in this order. This is the same email address the "Sample Copy" is sent to.
- Return Email as set on the report page sending the email.
- If above is blank, the Alt Return Email is used from the merge template.
- If above is blank, the Branch Email is used.
- If above is blank, the Branch Notification email is used.
-
Session Include / Exclude:
- The Session Include and Session Exclude are both multi-select options. One or more options can be selected using the CTRL+Click method.
- Session Include: When one or more Sessions are selected, clients enrolled in those sessions will be included in the results. If no Sessions are selected, all clients are included in the results.
- Session Exclude: When one or more Sessions are selected, clients enrolled in those sessions will NOT be included in the results. If no Sessions are selected, no clients are excluded included from the results.
- When Session Include and Exclude are used in tandem, the sessions selected should not be the same in both search fields. The tandem option allows a user to select clients enrolled in one set of Sessions but exclude clients that were enrolled in a different set of Sessions.
Related Topics