Sending emails or SMS messages to a community member selected from a grid

You can send an email or an SMS message to a community member selected from a grid.

Note: To email or SMS several listed community members at once see Sending emails or SMS messages to multiple community members from a grid.

To select an individual community member from a grid and send an email or SMS to them:

Place the cursor over the community member you want to email.
Right click.
The following menu is displayed.
Select Email Selected Record or SMS Selected Record option.
The Send Email 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.
Update the other fields as required. See the field descriptions below.
Click .
The View sent Email(s) window is displayed, similar to the example shown.

Note: If you have sent an SMS, the SMS messages sent window is displayed.
Select the Back navigation link.
The Send Email window is redisplayed.

Send Emails window key fields, links and buttons
Compose Emails area fields

Field	Description
To	Recipients of the email or SMS. This is either: the email address or mobile phone number of the community member or staff member <Multiple Recipients> if there are several currently selected. Note: You cannot edit this field manually. You must use the button to add or remove recipients from the list. Use the button to remove a contact from the list of recipients and click to add a contact to the list.Tick Hide Empty Email addresses to remove contacts without an email address from the recipient list.
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. Note: This field does not appear if you are sending an SMS.
Message	Enter your detailed message in the body of the email or SMS.\ You can use replaceable fields in the body of email messages. This uses data about the community members to generate the email. See Using replaceable fields in the body of emails.
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:

Plain Text - that is, without formatting
HTML Raw (including tags) - that is, text with HTML formatting. See Sending emails using HTML Raw format.

Note: These options do not appear if you are sending an SMS.

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 instead, if the recipient is either a:

current student
future student.

Note: If you select to send it to the parents, the first priority is relationships that have Use Email set. If not, then Synergetic searches for contacts with the Lives With flag set. Only one email is sent, unless the contacts are separate Lives With contacts, in which case they will both receive an email.

Note: This field is not displayed if you have edited the recipient list.

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.

Tip: You can use the check boxes fields under the button to insert a space before or after the merge field.

Settings area fields

Field

Description

Use default email client

Select to use the default email client to send the email.

Note: this field is not displayed if you are sending an SMS.

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: login authentication, where you must provide a valid username and password before sending the email no authentication.
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. Note: If you select a different sender, text may be added to the email to indicate this. See OverrideSenderText configuration setting in the Synergetic System maintenance manual.
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	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. See Using the Email / SMS Configuration window in the System maintenance manual.

Buttons

Button	Description
	Search for a file to attach. Once a file is selected, the directory and file details are displayed in the Attachments field, on the same line as the button.
	Click to add an extra line with: an Attachments field a button. Tip: Click each time you need to add another line.
	Click next to the attachment entry to remove the: Attachments field and any associated attachment button button. Tip: Click if you need to add back an Attachments line.
	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. Note: This button is not active if there are no valid recipients.
	Send the SMS to the recipients.
	Cancel the email or SMS and return to the previous page.