Mailouts

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Mailout functionality allows users to send bulk email communications to applicants and associated contact types within SmartyGrants. Users can filter across programs and applications to ensure the right audience is selected for your correspondence.

You can also send individual emails to applicants and contact types, this is called "Send Email" and can be done from within a contact record on the application contact tab or the contact directory. For more information on how to use Send Email please refer to the Send Email Section below.

Send Mailout

Step 1 - Filter Items

• Select the envelope icon at the top of the screen

• Select blue Create Mailout button

• Use the available filters to select applications from as many programs and/or rounds as you need to ensure you have captured the correct audience for your Mailout. This filter screen works in a similar way to the application filter screen. For more information on filtering please see Application Filter.

• Once you have applied the filters to choose the applications to be used in the mailouit, select the blue Next button and save your Mailout Name.

Step 2 - Select Recipients

After your filters have been selected you will need to select the recipients of your Mailout. SmartyGrants will provide a list of contact types available within the applications selected in Step 1.

• Select the Edit button/s to begin selecting recipients
  

  

• You can choose one "To" contact type and several "Cc" contact types.

• The recipient summary reflects how many of your chosen "To" contact types are available in the applications you have selected.

In the below example  6 of 27 applications have an "applicant" contact type. This means that you will need to select a contact type for the remaining 21 applications of the mailout. These applications are identified in the recipient list as errors, each of these errors will need to be edited and a contact type chosen. Refer to editing the recipient list below

SmartyGrants allows you to specify your preference for the email address type to use for each recipient eg: primary, office etc. You can edit this by dragging and dropping the email types to adjust the priority order. SmartyGrants will default the priority order and send an email based on the highest priority email address it can find.

• Editing the Recipient List allows you to modify contact types within each application to include in the mailout.E

  

• Selecting Edit will show you all contact types available within that application and allow you to select the contact type you wish to include and discard those you do not want to send or Cc. Once you have modified your choices ensure you save.
  

  

• The final step of the recipient list is to select or deselect those applications you want to include in the mailout.
  

  

• Once your recipient list has been modified as required and your selection is complete you are ready to move to the next step. To do that select Next at the top of the screen.
  

  

Step 3 - Compose Mailout

Complete the fields highlighted below.

Details of each of the highlighted fields are:

From: This field will be displayed in the recipients inbox. This will default to the instance name and can be edited manually. To edit, select the From field and enter the required content.

Reply-To Address: Any replies to the sent mailout/email will go to the address selected here. This will default to the username of the user who is creating the mailout/email and can be edited. To edit, select Reply-To Address and choose the required iption from the drop down.

Bcc: Manually enter any valid email address here to include that recipient as a Bcc.

Subject: the subject line as displayed in the recipients inbox.

Email Contents: enter the email body content you would like to have included in the sent mailout/email. Email Contents can be entirely manually entered, Mailout Templates can be used and Insertable Fields are also available.

To manually enter Email Contents, select Email Contents and enter the required information.

To use insertable fields, select Insert Fields.

Select the required Field.

To use a Mailout Template, select Insert Template.

Select the Mailout Template to be used.

Step 4- Choose Attachments

There are two types of attachment types available.

Standard attachments - any standard file attachment file.

• Select Browse and select the file/s you wish to attach.

Generated Attachments - is a generated SmartyGrants report template:

You may use any custom report template. This template will generate the report fields specific to each application you have selected and will be attached as a single file to each e-mail of the mailout. 

• To select a report template from the dropdown menu, select Add Template.

• You can choose the format of your mailout before sending

• Once all attachments are added, select Next.

Step 5 - Review

At this point in the process an email has been drafted and you have an opportunity to preview the email contents before you send.

• If you have added attachments you may preview the e-mail. To do so, select Preview .

• To view a standard attachment, select the attachment's link.

• To view a report you may have added, select Generate.

• Once the report has generated, select Download.  This will open the report attachment up in Word or Excel.

• Select Close to close the preview.

• Once you have reviewed your mailout and you are happy to send, select Send in the top right hand corner and then select Yes to confirm.  If you are not ready to send it yet, or wish to come back to it another time, select Save and Close to save a Draft Mailout.
  

  

You will be able to monitor if your Mailout was successful by checking the number of emails with the Sent status and by reviewing the number of recipients in successful status.

Step 6 - Confirmation

You will see a copy of the entire mailout under the Sent Mailouts section from the List of Mailouts home page. A copy of the correspondence sent will be attached to the application as a file note, as well as a file note in the contact directory.

• To view the file note, select the Mailout Summary button.

• Then select View Filenote.

The file note displays which user sent the mailout, the date the mailout was sent, and the mailout name which also hyperlinks back to the summary page.

Send Email

Send Email is a function that allows you to send a single email to a recipient from the contacts tab of an application or a contact card in the contacts directory.

If you would rather send a bulk email to many applicants you can do this using the Mailouts function.

If you are using the Contacts tab of the application form, select Send Email.

If you are sending an email from the Contacts directory, select the Send Email button within the contacts card.

Step 1- Compose email

To send email, begin by confirming the response in the From field. The recipients inbox will show the contents of this field as the sender of the email. The default response populated will be the name of the SmartyGrants instance the email is being sent from. To edit, select the From field.

Enter the From details as required. If the default response that has been populated is sufficient, no action required.

Reply-To Address will default to the username (email address) of the user who is logged in and sending the email. To edit the Reply-To Address, select the Reply-To Address dropdown.

Select the required Reply-To Address from the options available in the dropdown list.

Select the To recipient.

Select the To recipient from the options available in the drop down. Note that the options displayed will be all available email addresses from the contact card (if sending via the contacts directory) or all available email addresses for all contacts linked to an application (if sending the email via the application’s contacts tab).

Cc and Bcc fields can be entered manually. Select Cc or Bcc field/s.

Manually enter the full email address of the required Cc or Bcc recipient/s. Note that multiple email addresses may be entered seperated by a comma.

Select Subject.

Manually enter the required Subject. This will be displayed to recipients in the subject line of the received email.

To relate the email to a submitted application, select the Related Application drop down.

By default, emails sent to a contact card/via contacts tab of an application will populate with “This email doesn’t relate to any application”. If the email does relate to an application, select the Application from the drop down list.

Select Email contents.

Compose the email as required. Email contents uses the same functionality as for Mailouts. Please see Step 3 - Compose Mailout above for more details.

Step 2 - Choose Attachments

To add an attached file to your email, select Browse and select a saved document. Select Next to move to the next step.

Alternatively if you have a report created within your program you can upload this to your mailout. Select Add Template and choose the report template you would like to include in the email.

Please see Create a template for instructions on how to build a template.

Step 3 - Review

Once you have selected your recipients, composed your email and added any attachments select Send Email to review your email before sending.

If any adjustments are required, select Back. This will allow you to go back through the steps above and make any required changes. If you are happy with your email select Send.

Step 4 - Confirm

You will receive a successful status once the email has been sent. Select Close to close the window.

SmartyGrants will keep a record of this email in the contacts tab of your application under the file note option (if you linked the application in Step 1) or within the file note section of your contact card in the contacts directory.

To view more information in relation to the email sent select View Details.

Check contact directory for list of sent individual emails

A page in the contact directory provides a list of all "single emails" sent via a contact. From this page you can view information about the mail out including the subject of the email, the date sent, the email recipients and email status. 

1. Recipients sent. This will show you the recipients of this single mailout. If you click onto the hyperlink showing 1 of 1, it will bring up the following pop-up.
   
   

   

   
   

2. To recipient: Clicking on the To Recipient will take you through to the contact directory contact card, to view all of the contact information, including grant involvements, for that particular contact
   

3. View details: Clicking on the view details button will bring up a summary of the email sent, which will include the email contents. 
   
   

   

Re-Send Failed Mailout

If a mailout fails you have visibility of this in the Mailouts home page under Sent Mailouts. You can update incorrect email addresses for contacts and resend failed mailouts following a few simple steps:

To identify which emails have failed, select Resend Mailout from the mailouts home page.

This will take you through to the Mailout summary page where you can see which emails have failed by checking the email status. All failed emails will be displayed at the top of the list.

To see if an edit to a contact's email can be completed, select Resend. If the contact information next to an email address is blank this contact is a User. A User's email address can only be updated via an email request to SmartyGrants by the user.

Within the resend email window, where a name and blue hyperlink appears, a contact's email address can be changed via the contact directory. To navigate directly to the contact directory, select the contact’s name.

Once changes have been completed to the email address in the contact directory you can navigate back to your mailout and select Update to reflect the change.

Selecting Resend will resend to all recipients in that email, not just the failed ones.

Download Mailout Summary Reports

A mailout summary can be downloaded that lists either your Draft or Sent mailouts.  There is also a Mailout Summary download available for each individual mailout.

List of Mailouts

Select the Mailouts icon. 

Select Draft or Sent.

Select Download.

Select Draft Mailout Summary.

This will then download an Excel workbook that contains a sumary of the requested information.

Note that the steps are the same for both Draft and Sent mailouts.

Draft Mailout Summary includes:

• Mailout name

• Number of emails

• Number of recipients

• From address

• Reply-to address

• Bcc address

• Subject

• Attachments (file names)

Send Mailout Summary includes:

• Mailout name

• Date send started

• Date send finished

• Number of emails sent

• Number of recipients sent

• Mailout status

• From address

• Reply-to address

• Bcc address

• Subject

• Attachments (file names)

Individual Mailout Summary

On the list of mailouts page, select Mailout Summary. 

This will display a full summary of the mailout.

For sent mailouts, you also have access to a summary in Excel workbook format. To access this:

From the mailouts screen, select Sent.

For the mailout you would like to download the snalpshot report, select Mailout Summary.

Select Download Snapshot Report.

Mailout summary

• Mailout name

• Date send started

• Date send finished

• Number of emails sent

• Number of recipients sent

• Mailout status

• From address

• Reply-to address

• Subject

• Attachments (file names)

Email summary

• Email status

• Related Application

• Number of recipients sent

Recipient summary

• Recipient status

• Related application

• Recipient type (To or Bcc)

• Recipient address

Mailout Statuses

When sending a mailout, SmartyGrants will display a variety of statuses. This table describes what each status means and what the system is doing to display the status it is displaying.

Mailout Templates

Mailout templates can be created by users who have access to the Mailouts function (Administrators, System wide - Program Manager and System wide - Standard User). These templates can be used to compose a mailout.

Create Mailout Template

To create a Mailout Template;

Select the Mailout icon.

Select Templates.

Select Create Template.

Complete the fields highlighted below.

Name: the name of the template. This will be displayed when selecting the Insert Fields option in Step 3 - Compose Mailout of the mailout creation process.

Description: a description of the Mailout Template. This is also displayed when selecting the Insert Template option when in Step 3 - Compose Mailout of the mailout creation process. This should clearly describe the purpose of the mailout template.

Email Subject: the subject line that will be included in the sent email.

Related Applications: select the required option based on the purpose of the mailout. The avaiable options are:

• Submitted Applications - templates can include insertable fields for data that can be found in a submitted application. For example, contact field and standard field responses.

• Unsubmitted Applications - templates can only include insertable fields for data that can be found in an unsubmitted application. For example User Name, Application ID etc.

• This email doesn’t relate to any applications - templates can only include insertable fields for data that can be found in the Contacts Directory. For example Contact Full Name, Contact First Name etc.

Email Contents: - enter the contents of the template here. Include any insertable fields as required considering the insertable fields that can be used based on the Related Appliation option selected.

A warning will be displayed if a template is selected for a maiout/email that does not match the Related Applications originaly configured in the mailout template. For example, if a mailout template’s related applications is configured as Submitted Applications, and the mailout is being created for Unsubmitted Applications, the system will display a warning mentioning any Insertable Fields that can not be used in the mailout/email.

The user will need to edit the Email Contents and remove any conflicting Insertable Fields before they can continue.

Once all of the fields have been completed. Select Create Template to save the template and make it available for use.