You can send an email or an SMS message to:
- all community members listed in a grid
- all parents of community members listed in a grid
- some of the community members listed in a grid. That is, you can refine the list to send to only the people you need to.
Note: To email or SMS individual community members, see Sending emails or SMS messages to a community member selected from a grid.
To send an email or an SMS message to several community members listed in the grid:
- Place the cursor anywhere over the selector grid.
- Right click.
The following menu is displayed. - Select either:
• Email Parent of Selected Record
• Email All Records
• Email Parents of All Patents
• SMS Parent of Selected Record
• SMS All Records
• SMS Parents of All Parents.
The Send Emails window or the Send SMS window is displayed. - Type the subject of the email in the Subject field.
Note: When sending an SMS, this field does not appear. - Type the body of the email or SMS in the Message field.
Tip: You can use replaceable fields using Synergetic data about the recipients. See Using replaceable fields in the body of emails.
Tip: Format the email based on the standards used at your organisation. - If you want to add an attachment:
Note: You cannot add an attachment to an SMS. These fields only appear if you are sending an email.
• click
• search for and select the attachment
• click .
The attachment is added to the Attachments field.
Tip: Click in the Attachments field to search and select a different attachment. - If you want to add another attachment:
• click
• repeat the previous step. - Click .
The recipient list is displayed. - Select Hide empty Email addresses or Hide empty Mobile Phone numbers, if you have some missing email addresses or mobile phone numbers.
The list of recipients is reduced to those with an email address or a mobile phone number. - Click next to recipients you do not want to send the email or SMS to.
- Update other fields as required.
- Click or .
The View sent Email(s) window is displayed, similar to the following example. - Select the Back navigation link.
The Send Emails window is redisplayed.
Note: If you have sent an SMS message, the SMS messages sent window is displayed.
Send Emails window key fields, links and buttons
Compose Emails area fields
Field | Description |
---|---|
To | Recipients of the email or SMS. This is either:
|
Subject | Summarise the reason for sending the email. Note: This field does not appear if you are sending an SMS. |
Attachments | Records the directory structure and file name of any additional attachments. |
Message | Enter your detailed message in the body of the email or SMS. |
Select Signature | Select a premade signature to apply to the email. |
Select Template | Select a premade email template to use. |
Message Type area fields
Field | Description |
---|---|
Message Type | Whether the message is sent as:
|
Classification area fields
Field | Description |
---|---|
Classification | Select a document classification for the email. |
Email a copy to yourself area fields
Field | Description |
---|---|
Do not send a copy | Select if you do not want a copy of the email sent to your email address. |
Message only | Select if you want a copy of the message but not of the recipient list sent to your email address. |
With recipient list in message body | Select if you want a copy of the email sent to your email address with the recipient list included as part of the message body. |
With recipient list as an attachment | Select if you want a copy of the email sent to your email address with the recipient list as an attachment. |
Field Merging area fields
Field | Description |
---|---|
Send to Parents | Select to send the email or SMS to the parents or guardian instead, if the recipient is either a:
|
Paste into subject field | Select to include merge fields in the subject of the email. See Using replaceable fields in the body of emails. |
Paste the merge field into the subject or body of the email at the position of the cursor. |
Settings area fields
Field | Description |
---|---|
Use default email client | Select to use the default email client to send the email. |
Show settings | Select to expand the Settings area, displaying the Authentication settings and Advanced settings areas. |
Hide email options | Select to hide the Email a copy to yourself and Field Merging areas. |
Authentication settings area fields
This area appears after selecting the Show Settings field.
Field | Description |
---|---|
Authentication Type | You can select to use:
|
Remember | Select to remember the username and password for future emails in the current session. Clear this field to forget the username and password. |
Login | User name for email authentication, if using Login authentication type. |
Password | Password for email authentication, if using Login authentication type. |
Sender Name | Name of the person the recipients receive as the sender's name. This defaults to your name. |
Sender Email Address | Email address of the person the recipients receive as the sender's email address. This defaults to your email address. |
Grid area fields
Field | Description |
---|---|
ID | Identification number of the community member. |
Name | Name of the community member. |
Email address of the community member. | |
Hide empty Email addresses/ Hide empty Mobile Phone Number(s) | Select to hide community members who do not have email addresses or a mobile phone number entered in the Synergetic database. |
Launch links
Link | Description |
---|---|
Configure Email & SMS server settings | Configure the email and SMS authentication settings. |
Buttons
Button | Description |
---|---|
Search for a file to attach. | |
Click to add an extra line with:
| |
Click next to the attachment entry to remove the:
| |
Click next to the attachment entry to remove the attached file. | |
(Signature) | Launch the Edit Email Signature window to create or edit email signatures. See Maintaining email signatures. |
(Template) | Launch the Edit Email Template window to create or edit email templates. See Maintaining email templates. |
Load an HTML file into the email body. | |
Send the email to the recipients. | |
Send the SMS to the recipients. | |
Cancel the email or SMS and return to the previous page. |