Kavi Help CenterKavi® Members Help
| Chapter 98. Send Template Blast to Company Representatives | ||
|---|---|---|
 |
Part VII. Kavi Members Admin Tools | 
|
Table of Contents
Administrators can use the Send Template Blast to Company Representatives tool to send a company email template to users who are selected based on their company attributes. A variety of search options are available to help you select users who belong to certain kinds of companies. You may respect the user's email preferences if the message is optional, or ignore this setting if the message is important. If your search retrieves multiple users, you can opt send the message to every user retrieved in the search, or select specific users from the list.
Template-based email provides boilerplate messages with embedded variables populated from the database whenever a message is generated. For example, '$c_name' or '$u_name' are replaced with the company name and user name, and other variables supply personal login links, links to the Membership Status page, etc. There are a number of template variables, including variables for data fields that are unique to your website.
You may choose to type additional text into the body of the message if desired. This text appears in all the messages generated through this template blast, but does not affect the boilerplate in the template. If you want to change the template itself, this option is also available. The email templates available through this tool are designed for Company Representatives, so the focus is on company-related data and template variables. If you want to send an email to a specific user, use the Send Template Blast to Users tool.
When to use Template Blast for Company Representatives (versus Template Blast for Users)
To communicate with users specifically about their company, using a company email template with company variables only
To search by Company Type or Company Membership Type
Important
Organization Admins can set a good example for other site users by placing attachments in a group document repository, then sending a link to the latest version of the file, rather than sending attachments. This practice minimizes the drain that large mailings can place on system resources, and is easier on users whose mailboxes are nearing capacity.
If you are considering whether to send out an attachment, remember that the amount of system resources consumed by the mailing is based on the size of the attached file times the number of recipients to which the message is addressed. Large volume mailings can clog the email queue and slow the delivery of all mail moving through your website, and can drain system resources to the point where your members experience site slowness.
If you must send a large attachment on occasion — preferably to a very small number of users — keep the file size under half a MB (approximately 50 KB), since this is a common file size limit for firewalls. Messages that bounce when they encounter a full mailbox or exceed the maximum accepted by the recipient's server put additional strain on your system as your mail server processes each return, and attempts to resend those messages without fatal errors (e.g., those that returned mailbox full errors).
Use the available options to set your search criteria, then click Search. If you search by more than one field, such as 'Current Status' and 'Company Type', the results only list users that meet all search criteria. Leave all fields blank only if you want to retrieve every user in the database.
Select multiple types individually by holding down the Control ('Ctrl' key; Linux, PC) or Command (Mac) key while using the mouse to select types from the pulldown list, or select a group of multiple types by holding down the Shift key while selecting with the mouse.
Users may have the choice of declining to receive email if the organization has enabled this option, however, Primary Contacts may not be allowed to opt out. If you want to respect this preference, only the users who wish to receive email will come up in the search.
Review the list of users retrieved by the search. The total number of users retrieved in the search is displayed at the top of the page. If the number of users is large, you may not see all users on this page. Your email message will be sent to all selected users. If you only want to send the message to some of these users, click checkboxes or click the Check All or Clear All options until only the users you want are selected.
If the search didn't retrieve the right set of users and you need to refine your search criteria and try again, click Back. To narrow your results, enter a more complete set of search criteria. If the results were already too narrow, omit the criteria that restricted your results unnecessarily.
When you are satisfied with your list of recipients, click Select and proceed to the next step to compose your message.
The number of users that were selected on the last step is displayed. The default template is preselected, but you may select a different template from the drop-down list of user email templates and clicking the Change Template button.
Fields from the selected template are displayed. Many of these fields are editable, so you can edit the From, CC, Subject and Body of the message. and many are .created to exchange information about user-related events, then customize the template details and message.
Note
Edits made to in the fields displayed on this page are used only for the specific email that you are about to send. These edits are not saved in the email template. If you want to permanently edit an email template and are a Super Admin, use the Edit an Email Template tool in the Super Admin Area.
- Template
A default company email template is preselected. If you would like to use a different template, use the drop-down list to select a new template, then click 'Change Template'.
- To
This field displays the number of recipients you selected.
- From
By default, this is the site's administrative email address.
- Cc
Any addresses in this field will receive a copy of every single message that is sent out.If you sent your message to a hundred recipients, you will receive a hundred Ccs. Since you will automatically receive a confirmation email at the From address when all messages have been sent there is little need to use the Cc field. For more information, see Don't Use the Cc Field Until You Read This! in the Concepts document Using Website Tools to Send Email Manually.
- Subject
This is prepopulated with the subject set in the email template. Edit the subject field if you want to distinguish your message when viewed in a mailbox or mailing list. Keep the subject line short and concise, briefly summing up the purpose of the message for the recipient.
- Body
This is prepopulated with the message set in the email template. You may edit the text of this message and use any of the variables listed in the 'Variables' section at the bottom of the page.
- File Attachment
-
If you want to attach a file, enter the URL or press Browse to navigate to the file.
Note
Sending large attachments, or sending attachments to a large number of recipients, can significantly slow site performance. To minimize the drain on site resources, upload the file to the Web site document repository then send links to recipients so they can download the document at their leisure.
- Variables
A list of all variables that are available for this template. These variables are replaced with actual values from the database when the message is sent. If you add an extra message in the Body field, you can include any of these variables. These variables are displayed as rendered data on the Preview step, so you can review the way that the data might look when your message goes out. If you see anything that you want to change after previewing the message, use the Back button to return to the Edit step.
The preview displays the way that your message will look when it is sent out. The variables are replaced with values taken from a recipient's account. If you want to see how the message would look if sent to another user, press the Preview Another button. If you wish, you can click this button repeatedly to cycle through the entire set of messages. If you want to make changes to this message, click Back. If you are satisfied with this message, click Send Email.
You have just sent an email blast and your messages are already going out. Actual delivery rates are dependent on the volume of email in your website's email queue and the recipient's email service and Internet connection. If you want to check the status of your email, here is a link to the Mail Logs tool.
Admin Tools: Send Simple Email
|
|
 |
|
| Chapter 97. Send Template Blast to Users |  |
Chapter 99. View Email Schedule |