Bulk Email

Overview

Bulk Email is a feature that allows you to email groups of people connected to your workspace.  Recipients of the email would have their email address entered into at least one form on the workspace. For example, you might have a Reviewers form set-up that contains the email address of all of your judges, or a Customers form set-up that has the primary email address of all of your clients.  This feature allows you to create email templates to send to these groups of individuals. 

Setup

In order to utilize Bulk Email, go to the  Marketplace and add Bulk Email.

The Bulk Email will now be an icon accessible from your navigation bar.

You will be brought to a page that allows you to view sent emails and create emails to send.

If you click "New Email" or "Let's create some new emails to send!" it will bring you to the settings page for an email template.

Here you can indicate who will receive the email (pulling from a form your workspace) and who will be sending the email. Finally, set up the Subject and Body of your email.

Settings

Each email consists of settings pertaining to  recipients (those who will receive the email) and the email itself (the subject, body, and layout of the email).

Recipients

The top section of the draft email allows you to indicate who should receive the email. 

Fields Description
Recipients Form and Email Field This is the form that contains the recipients you want to send, along with the specific email field. Note that the email addresses could be contained in a linked field. In the example below, we wish to email all applicants related to submissions. 
Filter Recipients You may filter the recipients. In this example, we choose to email only all submissions still in draft mode. The filter button will show a checkbox to indicate that a filter has been defined. 

NOTE!
In order for a form to be used as the Recipients form, a field must exist on that form with email validation.  Learn about Validation options here.

Email

The bottom section of the draft email allows you to indicate who the email is from, who the recipient should reply to, subject and body. 

Fields Description
From Name This is the name of the person/organization sending the email and how the sender will be presented in the recipients' inboxes.
Reply To This is the email address of the person/organization sending the email.
Subject Enter the subject of your message here. You can also use Insert Fields to pull in data from the application (i.e. First or Last Name)
Body Similar to Subject, you may insert fields to pull in data from the application.

Inserting Fields

Click on "Insert Field" in the Subject Line and/or the Body of the email to include merged data from the record. For example, click on First Name to add a personalized greeting to the email; the email will pull whatever was input into the First Name field of that particular record.  When you click "Insert Field" a dropdown of all available fields will appear.

Selecting a particular field will show the field in the body or subject of the email like so:

Advanced users can also use the handlebars function #each to iterate over a set of child records. You can use {{this}} to reference that repeated element. The example below iterates through an application's related courses and prints each course name. 

{{#each applications.courses.form123.field456}}
Course name: {{this}}
{{/each}}
	


Tracking Emails

The  Email Tracker plugin enables you to track the statuses of the emails you send in conjunction with Bulk Email. You can see if emails are sent, delivered, or not sent and also produce more detailed statistics in regards to emails.  This will allow you to gain insight as to whether an email you sent went out successfully to all recipients, and to troubleshoot if the email was not successfully sent to all.

Wanna learn more about email status? Click here .

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