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Send Email

The Send Email function in XenDirect allows users to send emails to clients and staff using advanced saved searches. This guide outlines the steps to send emails efficiently, including selecting email parameters, managing recipients, and ensuring compliance with email marketing rules.

Navigation

Tools → Marketing Functions → Send Email

Applies to: Enterprise | Plus | Basic

Methods of Sending Emails

Users can send emails through three different workflows:

  • Client Record: Navigate to Client Record → Actions → Send Email
  • Course Section Record: Navigate to Course Section → Actions → Send Email
  • Marketing Functions: Use the main Send Email function (detailed below)

Note: If the APP version appears in the menu, it is intended for sending emails based on a program application process and should not be used for general marketing emails. The APP version is available in Enterprise only and does not enforce the Permitted Marketing Methods restriction.

Important Considerations

  • There is no maximum limit on the number of emails that can be sent in a single process. However, use search filters carefully to avoid sending emails to an excessively large group.
  • The Send Email process runs in the background, allowing users to continue working while the system processes emails.
  • Users should wait for a confirmation email before sending another batch of emails or modifying the search filter or template used in the last email.

How to Send Emails

Step 1: Create a Search Filter

  1. Use the Advanced Search feature from Clients or Sections.
  2. Name and save the filter for future use.

Step 2: Open the Send Email Function

  1. Navigate to Tools → Marketing Functions → Send Email.
  2. Select the Email Type:
    • Client: Targets client profile data and registrations.
    • Staff: Targets staff profile data and course section assignments.
  3. Click Next to continue.

Step 3: Configure Email Parameters

Required Fields

  • Email Category: Choose from a predefined list (used for tracking and analysis).
  • Include List(s): Select one or more saved searches to determine email recipients.
  • Email Template: Choose an existing template. If using embed codes, ensure the Email Type matches the template’s required data fields.
  • Email Purpose: Select Business (transactional emails) or Marketing (promotional emails).

Optional Fields

  • CC/BCC: Enter additional email addresses (separate multiple addresses with commas).
  • Prevent Duplicates: Choose how to handle duplicate email recipients:
    • Per Client: Limits each recipient to one email.
    • Per Email: Ensures each unique email address receives only one email.
    • No Restriction: Allows duplicate emails to be sent.
  • Send Copy: Sends a test email to the From email address.

Step 4: Send the Email

  1. Click Send Email to start the process.
  2. The system will process emails in the background.
  3. A confirmation email will be sent to the user when processing is complete, including the number of emails sent and any failures.

Note: To view the list of email recipients, return to the saved search location and run the search again.

Using Include Lists

Instead of selecting multiple filter options manually, XenDirect allows users to leverage saved searches as Include Lists:

  • Clients: Uses saved searches from the Client Table.
  • Staff: Uses saved searches from the Staff Table.

Learn more about saving searches and view the online lesson for search management.

Email Tips and Best Practices

  • Preview Recipient List: Always verify recipient details before sending.
  • Send Smaller Batches: Avoid sending excessively large batches of emails at once. If needed, break the recipient list into smaller groups.
  • Client Record Tracking: Each email sent is recorded in the Client's Case Notes, including the subject line and date.
  • Email Banners: Organizations can add a banner image (730x66 pixels, JPG format) via Branch Profile → Web Options.
  • Spam and Junk Mail: Inform clients to check spam/junk folders if they do not receive an expected email.
  • Unsubscribe Option: Per CAN-SPAM regulations, marketing emails must include an unsubscribe option.
    • Clients who unsubscribe will be automatically removed from the Permitted Marketing Methods list.
    • A case note will be added to the client’s record.

Return Email Address Hierarchy

The return email address used for responses follows this priority:

  1. Alt Return Email from the Merge Template (if specified)
  2. Branch Email from the Branch Profile (if Alt Return is blank)
  3. Web Options Notification Email (if the above fields are blank)

Conclusion

The Send Email function in XenDirect allows organizations to efficiently communicate with clients and staff while maintaining compliance with email marketing regulations. Using saved searches and templates ensures a streamlined and effective email-sending process. For further assistance, refer to related articles or contact support.

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