Difference between revisions of "Communication"
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===Schedule an Email=== | ===Schedule an Email=== | ||
+ | <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt;"><span id="wwpID0E0XHB0HA">Available only for those with Plus or greater</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WHB0HA">Locate one of the screens mentioned in “</span><span style="font-family: Calibri; font-size: 11pt;">Communication Basics</span>” and click the email selection.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0VHB0HA">If applicable, select </span><span style="font-weight: bold;">Email with ChamberMaster</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0UHB0HA">If sending from the </span><span style="font-weight: bold;">Communication</span> module using <span style="font-weight: bold;">New Email to Multiple Members</span> or <span style="font-weight: bold;">Form Letters</span>, you will need to <span style="font-family: Calibri; font-size: 11pt;">select the desired recipients first</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0THB0HA">Create the email and click </span><span style="font-weight: bold;">Send Email Later</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0SHB0HA">Select the desired date and time for the email to be sent.</span></div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0RHB0HA">[[Image:Emails_Letters_and_Mailing_Lists-Schedule_an_Email-Communication.1.007.1.jpg]]</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QHB0HA">Click </span><span style="font-weight: bold;">Schedule</span>. </div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0PHB0HA">Click OK.</span></div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0OHB0HA">ChamberMaster will send the email at the scheduled time and record it on the </span><span style="font-weight: bold;">Communication</span> tab of the member’s record. </div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">9. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0NHB0HA">To view the scheduled email to edit or delete, click </span><span style="font-weight: bold;">Communication</span> and click <span style="font-weight: bold;">Manage Scheduled Email Messages</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0MHB0HA"> </span></div> | ||
+ | <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0LHB0HA">Edit the content or change time of scheduled email</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0KHB0HA">Click </span><span style="font-weight: bold;">Communication</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0JHB0HA">Click </span><span style="font-weight: bold;">Manage Scheduled Email Messages</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="font-family: Calibri; font-size: 11pt; margin-left: 36pt; text-indent: -18pt;"><span id="wwpID0E0IHB0HA">[[Image:Emails_Letters_and_Mailing_Lists-Schedule_an_Email-Communication.1.007.2.jpg]]</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0HHB0HA">Click Edit to edit the content or change the delivery time.</span></div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0GHB0HA"> </span></div> | ||
+ | <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0FHB0HA">Delete a scheduled email</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0EHB0HA">Click </span><span style="font-weight: bold;">Communication</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0DHB0HA">Click </span><span style="font-weight: bold;">Manage Scheduled Email Messages</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="font-family: Calibri; font-size: 11pt; margin-left: 36pt; text-indent: -18pt;"><span id="wwpID0E0CHB0HA">[[Image:Emails_Letters_and_Mailing_Lists-Schedule_an_Email-Communication.1.007.3.jpg]]</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BHB0HA">Click </span><span style="font-weight: bold;">Delete</span> to remove the email from the delivery schedule.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="font-family: Calibri; font-size: 11pt; margin-left: 36pt; text-indent: -18pt;"><span id="wwpID0E0AHB0HA"> </span></div> | ||
+ | <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt;"><span id="wwpID0E06GB0HA">If the email scheduler is not successful in sending the email to the email server, you will see a message next to the failed message “Scheduled delivery failed, please reschedule.” If you have taken care of sending the email through another means, click Delete. If you wish to schedule or send the email now, click Edit. Make desired changes and either Send Email Now or Send Email Later. If the error message continues to appear after attempting to re-send, contact support@micronetonline.com</span></div> | ||
+ | <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E05GB0HA">View Past Scheduled Emails</span></div> | ||
+ | <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E04GB0HA">You may view emails that have been scheduled to ensure that they actually were scheduled. If you’d like to reschedule the email, you may do that here.</span></div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03GB0HA">Click </span><span style="font-weight: bold;">Communication</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E02GB0HA">Click </span><span style="font-weight: bold;">Manage Scheduled Email Messages</span>.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 18pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td> | ||
+ | <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E01GB0HA">Click the </span><span style="font-weight: bold;">Past Scheduled Emails</span> tab.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0ZGB0HA">[[Image:Emails_Letters_and_Mailing_Lists-Schedule_an_Email-Communication.1.007.4.jpg]]</span></div> | ||
+ | |||
+ | [[Category:Communication]] | ||
+ | |||
===Send Communication by Delivery Preference=== | ===Send Communication by Delivery Preference=== | ||
====Selecting Recipients==== | ====Selecting Recipients==== |
Revision as of 13:38, 13 July 2017
Contents
- 1 Getting Started
- 2 Communication Basics
- 2.1 Email Sending Options
- 2.2 Archive emails (record) in the database even when not logged in
- 2.3 Quick Guide to Sending an Email
- 2.4 Send a Mass Email
- 2.5 Schedule an Email
- 2.6 Send Communication by Delivery Preference
- 2.7 Send Communication Based on Custom Report Criteria
- 2.8 Creating a Letter
- 2.9 Create Mass Mailing Labels
- 2.10 Create/Send Fax Output
- 2.11 Editor menu selections
- 2.12 Email Disclaimer
- 2.13 Adding an attachment
- 3 Viewing and Recording Communication History
- 4 Documents and Templates
- 5 Blogs
- 6 Mail Merge
- 7 Remove Unwanted Headers & Footers
- 8 Creating a Signature Block
- 9 Communicating Using Groups & Mailing Lists
- 10 eReferral
- 11 Storing Documents - Cloud Drive
- 12 Using and Integrating Constant Contact
- 13 Using and Integrating MailChimp
- 14 Sample Automatic Emails Sent Out by ChamberMaster/GrowthZone
- 15 FAQ
- 16 Help Documentation
Getting Started
Communication is a pivotal tool used everyday in your association to foster and maintain valuable relationships. ChamberMaster/GrowthZone offers the ability to communicate via email, SMS text, fax and print.
If you are just getting started with the Communication module, watch this overview video. Otherwise, just scroll down for FAQ, Common Tasks, and this module's Help Documentation.
Communication Basics
Email Sending Options
Once email recipients are selected in ChamberMaster/GrowthZone, there are two methods of sending the email.
- Using ChamberMaster/GrowthZone's built in email tool.
- Using Microsoft Outlook (if installed on your computer).
Depending on your needs, you may choose to send some email directly from ChamberMaster/GrowthZone and some from Microsoft Outlook. Each method has its own strengths.
Advantages to Sending Email with ChamberMaster/GrowthZone
- Easy access if already logged in
- Gives access to current addresses in your database
- Ability to create “mail merge” emails
- Ability to embed attachments as links
- Ability to use templates
- Ability to schedule the email for future delivery (for users of the Plus edition or greater)
Advantages to Sending Email with Outlook
- Access to additional email addresses not in your database
- May add additional CCs and BCCs
- Familiarity
Both methods of sending email will record in the Communication History. See Recording Communication History for more information.
Note: This selection will open whatever the email program is set as the default for your web browser. Whatever email program opens when you click on a “mailto” link is the email program that will be used when you click Email with Outlook.
Archive emails (record) in the database even when not logged in
View a video showing how to archive an email
To use the archive feature, you must be sending the email from an email address that is listed as a staff email address under Setup->Employee/Reps. |
Emails forwarded or cc'd to archive@youraname when multiple members/reps in your database share the same recipient address will be recorded in Communication ->Unmatched Archive Emails. |
In cases where there are two reps with an identical email address that belong to the same member, it will be recorded on that member’s history. |
In cases where two reps with identical email address belong to two different members, the archived email will still go to the unmatched archive email list. |
Quick Guide to Sending an Email
1. |
Locate one of the screens mentioned in “Communication Basics” and click the email selection. |
2. |
If applicable, select Email with ChamberMaster / MemberZone. |
3. |
If sending from the Communication module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first. |
4. |
Create the email and click Send Email Now or Send Email Later*. |
5. |
ChamberMaster/MemberZone will send the email immediately or at the scheduled time and record it on the Communication tab of the member’s record. |
1. |
Locate one of the screens mentioned in “Communication Basics” that is marked with an * (asterisk) and click the email selection. |
2. |
Select Email with Outlook. |
3. |
If sending from the Communication module using New Email to Multiple Members, you will need to select the desired recipients first. |
4. |
Create the email using features and selections from your own email program and send the email. |
5. |
ChamberMaster/MemberZone will automatically record it on the Communication tab of the member’s record. |
Send a Mass Email
1. |
Click Communication in the left-hand menu. |
2. |
Click New Email to Multiple Members. |
3. |
Select desired recipients. |
4. |
Click remove next to those identified as having no contact info, duplicate emails, or invalid emails. |
5. |
Click Edit with ChamberMaster.* |
6. |
Compose the email message. |
7. |
Click Send Email Now or Send Email Later.** |
Schedule an Email
1. |
Locate one of the screens mentioned in “Communication Basics” and click the email selection. |
2. |
If applicable, select Email with ChamberMaster. |
3. |
If sending from the Communication module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first. |
4. |
Create the email and click Send Email Later. |
5. |
Select the desired date and time for the email to be sent. |
6. |
Click Schedule. |
7. |
Click OK. |
8. |
ChamberMaster will send the email at the scheduled time and record it on the Communication tab of the member’s record. |
9. |
To view the scheduled email to edit or delete, click Communication and click Manage Scheduled Email Messages. |
1. |
Click Communication. |
2. |
Click Manage Scheduled Email Messages. |
3. |
Click Edit to edit the content or change the delivery time. |
1. |
Click Communication. |
2. |
Click Manage Scheduled Email Messages. |
3. |
Click Delete to remove the email from the delivery schedule. |
1. |
Click Communication. |
2. |
Click Manage Scheduled Email Messages. |
3. |
Click the Past Scheduled Emails tab. |
Send Communication by Delivery Preference
Selecting Recipients
Composing a Letter
Composing an Email Message
Composing Fax Output
Send Communication Based on Custom Report Criteria
Creating a Letter
Create Mass Mailing Labels
Settings for label output
Adobe Reader v. 8.0
Adobe Reader v. 7.0
Adobe Reader v. 6.0
Create/Send Fax Output
Email Disclaimer
Adding an attachment
Sending an email with a link that will display the attachment
Turn on email links
Possible error displayed when trying to open a link in Microsoft Outlook 2003
Possible error displayed when trying to open a link in Microsoft Outlook 2007
Viewing and Recording Communication History
Documents and Templates
Blogs
Mail Merge
Creating a Signature Block
Communicating Using Groups & Mailing Lists
eReferral
Storing Documents - Cloud Drive
Using and Integrating Constant Contact
Using and Integrating MailChimp
Sample Automatic Emails Sent Out by ChamberMaster/GrowthZone
FAQ
- How do I add an attachment to an email?
- Who is able to view the attachment that comes when I send myself a carbon copy?
- Why do some of my email messages not make it through to the recipient?
- Are there any systems in place to help ensure the delivery of my emails?
- How can we ensure that our members are not spammed through the Contact Us link on their member page?
- Why do the links inside my email not open for me or my members?
Find answers to more commonly asked questions about Communication on the FAQ page
Help Documentation
Browse the Communication Table of Contents