Understanding the Email Centre
Overview
This page generates an email to all applicants who meet the
filter conditions that are in place. Access to this page is limited. This page
can be utilised for emailing out reminder notices to event participants that
meet a certain criteria or could be used for mass communication in the wrap up
of an event. For example, an event may wish to produce a survey post-event for
the purpose of incorporating features to combat issues the next time the event
is run. In this case, a link to the survey could be posted in an email and sent
to all applicants for a specified event and an “approved” status in order to
target the correct audience. It may also be used for such cases that the
applicant’s status is in “initial” and is required to be submitted for
completion. This email centre could generate an email to all applications in
the “initial” status via the filters.
It is important to note that if an address is input into the
CC: field, that they will be copied into each and every email that is sent. Be
careful how you use this feature. When the email is received at the other end,
it will also show that the email is from the User sending the email. For
example, if “Joe Bloggs” is an event organiser, and sends an email to all
active participants for “Agoonoree”, the email will be received by all
participants From: Joe Bloggs.
Drafting an Email
Best Practice Approach
Drafting emails
The best way to draft your email is to build it in Microsoft Word first, this way you can confirm you're happy with all the content and information, before putting it into the Email Centre. It also means if you want to re-use the same email content again, you already have hte information saved for next time as a template.
Formatting
Once your email is fully drafted, you will need to put in various formatting HTML codes to make it display correctly; and by this we mean things like '<i>' and '<strong>'. These tags are used in HTML to change how text is displayed, 'i' can be used for Italics, 'strong' to make something bold, 'u' to make something underlined, and many others. This is also how you can make sure that a hyperlink is displayed as a link in your email, and not just plain text. It will also support Images. For more on how to use HTML codes, visit w3Schools at https://www.w3schools.com/html/.
Use Mailmerge Fields
The email centre allows you to enter dynamic text based on the applicant being emailed, this could be their first name to make it personalised, how much they owe, or even what their job at the event is, once these have been allocated. To add one of these fields, click on "--- Insert Field ---" near the bottom right of the screen, and select which one you would like from the list.
It is best practice to always include (%%PID%%) after the addressee's name, to help with identifying who the response may be from when someone replies to your email.
Do a test email to yourself first
To make sure your email works once it's been fully drafted, and make sure you have saved it to Microsoft Word first, send a copy to just yourself. To do this, use the Filter function to set your filter to only return you, either by ID Number = your applicant number, or Membership Number = your membership number. Then visit the Email Centre again, paste the email content from Microsoft Word, and hit Send. This way you can receive an email and see how it will appear, and identify any adjustments needed. Once you are happy with it, set the Filter to the audience you want to email and repeat the process.
It will automatically send the emails in batches of five an refresh the screen between each batch of five to confirm that it is succesfully sending them.
Common pitfalls
- The email centre doesn't always remember your content if you go to preview it. This is why we recommend using Microsoft Word to draft your email before sending it.
- It will use whatever is set as your applications Primary Email as the response address. For this reason we highly recommend you ensure that your Scouts QLD email address is entered in this field, to avoid accidentally giving your personal email to everyone you email, but it also helps ensure responses are back to you and your event, rather than to a personal mailbox.
- Putting the word test into the subject line - doing this will have the email automatically get blocked.
- Any address you add into the cc field will get a duplicate of every email you send. This can be helpful if you've sent specific information out to individuals that needs traceability or communicaton with a team leader later. For example if you are emailing all the Leaders with their Job information, you might run the Filter on their Team, and cc the Team Leader in on the email so they know who is in their team, and their team members then have their Team Leaders contact for the event.
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