Notification Center - Sending batch Email Notifications using the Notify tab – CommunityForce

Sending batch Email Notifications using the Notify tab

Exercise 1

Step 3: Select the Application in the “Select an Application” that you want to create the notification email for. (if you are accessing the Notification Center in the Evaluation dashboard for a specific application form you will not need to select the application)
Step 4: From   This is the email address that the emails are sent out from.  This is a system-generated address. Leave the address that is automatically populated there.
Step 5: Application Status:  This is the application status of an applicant’s application.  Select which status group you want to send the email to. Once you select the Application Status the User Count to the right will show the total number of applicants to whom the mail will be sent.  This will also populate the “To” field with a listing of all the applicant’s emails that fall under the selected Application Status. If you do not want to select a group by “status”, then you can leave this as “select”

Step 6: Application Status Detail:  You can select a group of applicants by the Application Status Detail they are in.  Click on the dropdown to see a listing of the Application stages that are available for your funding sources.   This will populate the “To” field with a listing of all the applicant’s emails that fall under the selected Application Status Detail. If you do not want to select a group by “status detail”, then you can leave this as “select”
Step 7: To: If you have selected an Application Status and/or an Application Status Detail this field will be populated automatically with all the email addresses of those applicants.  If you did not select an Application Status and/or an Application Status Detail then you can enter the email addresses of the applicants here, separating each with a semi-colon (;) instead of spaces in between the email addresses.

Note 1: The server that sends out the emails is set on Eastern Time.  Therefore, depending on what time zone you are in, enter the select time to correspond with the time zone for the time you want the email to go out.  Note also that the email may be delayed if there is a large volume of traffic at the time the email is being sent.

Note 2: If you are sending an email and selecting the recipients based on a status or status detail, and sending it only to those applicants that have that status or status detail, the applicants receiving that email are only the applicants that were at that specific status/status detail at the time the email was created, not sent. If their status/status detail changes before sending it, the email will still go to those individuals.

Step 10: Mail Format:  This will send an email in the HTML format or Plain text format.

Step 11: Subject:  You can enter the subject of the email that you want to appear in the Subject line to the recipient.
Step 12: Email Template:  You can select the template from the existing created templates. If you select a template it will automatically fill in the body of the email accordingly.  If you want to create your email then leave this as Select.
Step 13: Body:  If you select an email template then the body of the email will be automatically populated according to how the template reads. If you don’t select any template, you can write the content of the email in the body field. Content can be entered using one of the following tabs:

Design Mode: The HTML editor works the same way as Microsoft Word works.  Type the information into the body of the editor as you would be typing and formatting it in a Microsoft Word document.  You can also copy and paste the formatted text from other documents. 
HTML Text: You can create a mass email using HTML tags by clicking on the HTML Text tab present beside the Design Mode tab. Enter the HTML tags with the content and it will display all the content as formatted.

Step 14: Available Merge Fields:  To the left of the editor’s box are Available Merge Fields that you can copy and paste into your email. Simply highlight, right-click, copy, and paste into the body of your email. (See the section: Using Merge Field for a more detailed explanation of what each is mapping to in the site).
These are auto-populated fields that the administrator can use when setting up an email template.  When you send an email, these fields will automatically be populated with the desired data.  For example, if the administrator chooses {First Name}, it will automatically change to the applicant’s actual First Name, while sending a mail.

Note: Use caution not to add extra spaces or delete any of the fields when copying it. Each template has certain Merge fields available in the field you are looking for is not listed in the column to the left, then it is not available for this specific template.
Step 15: Send:   You can click on the Send button to send the emails.

Cancel: You can click on the Cancel to cancel the email and go back to the Emails Tools page.

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