Send Email - Release 3

This function sends emails using advanced saved searches. Sending emails to clients and staff are both supported using this workflow.

There are two additional methods of sending emails to Clients:

From Client record [Actions]
From Course Section record [Actions]

For this workflow, if the special APP version is displayed in the menu, the special 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.

This page reflects changes made to the Send Email workflow in release 3.5.01.02 on 1/25/2024.

Navigation: Tools »» Marketing Functions »» Send Email

Applies To: Enterprise Plus Basic

Release: 3

Please Note:

Send Email is not restricted to a maximum number of emails sent with any one send process. Use advanced search options carefully and wisely to prevent sending to a group larger than intended.
Once submitted, the Send Email processes in the background. User can continue other work while the process continues. User will receive an email once the send process is complete.
Users should refrain from these actions until the they receive the confirmation email from their last use of Send Email.
- Using Send Email again.
- Modifying the advanced search filter used in the currently running send email.
- Modifying the email template used in the currently running send email.

How To Send Emails

Launch the process from Tools »» Marketing »» Send Email. The workflow is a three step process.
Step 1
- Create a filter using the Advanced Search feature from Clients or Sections. Name and save the filter.
Step 2
- Go to Tools »» Marketing Functions »» Send Email.
- Email Type: This identifies the target of the email and the proper data selection the underlying query will include.
  - Client: Includes data from the client's profile records or registrations based on the "include" list the user selects.
  - Staff: Includes data from the staff profile records or course section instructional assignment based on the "include" list the user selects.
  - Companies: Includes data from the company profile records but does not include course related data. This option is currently unavailable, but will be available after the re-visioning of the Send Email workflow is completed.
- Client Next.
Step 3
- Select the email parameters.
  - Email Category: Select one of the available options. This field is recorded with the email tracking data for later use in analysis. The list is not user-defined. Required.
  - Include List(s): Select one search lists from the available saved searches for those to INCLUDE in the email. Required.
  - Exclude List(s): Add one or more search lists from the available saved searches for those to EXCLUDE from the email. Optional. This option is currently unavailable, but will be available after the re-visioning of the Send Email workflow is completed.
  - CC: Add one or more email address to send a copy of the email to. Use a comma to separate each address when adding more than one. Optional.
  - BCC: Add one or more email address to send a blind copy of the email to. Use a comma to separate each address when adding more than one. Optional.
  - Email Template: Select the email desired email template. If using a template with embed codes, be sure the Email Type is accurate so that it contains the data needed for the embed codes.
  - Email Purpose: Select one of the two available options. This field is recorded with the email tracking data for later use in analysis. The list is not user-defined. Required.
    - Business: Use this method for all emails that contain content related to business your organization has with the recipient. The Permitted Marketing Methods are ignored for Business emails.
    - Marketing: Use this method for emails that are of a marketing or solicitation nature. The Permitted Marketing Methods are enforced for Marketing emails.
  - Prevent Duplicates: Use this parameter to prevent duplicate emails based on the selection made. If you are sending emails to registrants that may be in more than one course section, do not prevent duplicates.
    - Per Client: If the include list(s) contains the same recipient more than once, this option limits the number of emails they will receive to one email.
    - Per Email: If the include list(s) contains the same email more than once, this option limits the number of emails that email will be sent to one email.
  - Send Copy: Send one copy of the email as a sample to the address used in the FROM portion of the email.
Click Send Email.
Processing
- Once submitted, the Send Email process will run in the background. This allows the user to continue on with other work.
- With the change in release 3.5.01.02, a list of the email recipients no longer displays. This was renovated for performance reasons. To view the list, return to the location where the advanced search was saved and run the search.
- Once the send email process is finished, an email will be sent to the user that launched the process. This status email will display how many emails were sent and failed, if any. A future update to this email will list the recipients that failed.

Include and Exclude Lists

Rather than a page filled with dozens of filter options, the Send Email feature in Release 3 uses the same saved searches each user can create and use in other locations of XenDirect.

Note: Exclude Lists are currently unavailable.

The saved search lists displayed are based on the Target set.

Clients: Uses the saved searches from the Client table.
Staff: Uses the saved searches from the Staff table.
Companies: Uses the saved searches from the Company table. Currently unavailable.

Read more about saving searches and taking the online lesson for searches.

Email Tips and Notes

Always preview the list before emailing. The 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.
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.
A banner can be added to the email using the web banner value at the 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: There is no guarantee that the recipient will receive the email. Spam filters, junk mail, rejected emails, 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.
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.
Courses and sections set up using the reserved Course ID = "RegFee--" are not included in any search.
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.
- 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.