E-Mail to This List

Using the E-Mail to This List provides more communication options than using your regular e-mail program. Also known as the Send Correspondence feature, this page allows you to send an email to a list of customers generated from the list result of any Search including a Find, List or Query.

User Interface

The communicate using drop-down list allows you to select the sending method of the correspondence that were determined during set-up.

The mailing type drop-down list allows you to select the type of correspondence e.g. membership renewal, event notice. Note: Mailing Type is a Required Field. If the recipient has 'opted out' of the mailing type, they will not receive the e-mail.

The From: and Reply To: are required fields. The user's e-mail address (From:), called User Email Aliases, are managed by editing the User's record in the Admin module.


The template drop-down list allows you to select from a list of existing templates with the merge codes already included (this drop-down list is exactly the same as the list in the Create a Word Merge Document icon.

The template menu is filtered based on each template's List Type. For example, if you click the communicate icon from an Individual Profile, or from a list of Individuals, you will only see templates that have an List Type of Individuals.

Selecting a template from the drop-down lists will automatically populate with the data relating to that template (example berelow and left).

Usage

  1. Click the E-Mail to This List icon.
  2. The Send Correspondence page will display.
  3. Select or enter data into the appropriate field or drop-down list and described in the table below.
    4. Field Name Required? Description
    description Optional

    Enter a description that explains the purpose of the email for reference for your internal staff. The recipient does not see this.

    Description is stored in the communication archive table.

    communicate using Optional Use the default, User Preferences, to send the communication to each recipient's preferred communication type. Selecting another value in this drop-down will override each recipient's preference.
    mailing type Required

    Select what type of mailing this is.

    Note: Customers can opt-out of communication based on the mailing type. For example, if a customer has opted-out of Advertisements, that customer will not get an email if you choose Advertisement in this field.

    Seed List

    		Optional Select a Mailing List in this drop-down list to send a copy of this email to everyone in the seed list. Only mailing lists that are configured to be a Seed List are available.
    from Required Select the email address that will show in the from field of the email. This defaults to your netFORUMUser Email Alias, which you can edit in the User's Record in the Admin Module.
    reply to Optional Select the email address that will show in the reply to field of the email. This defaults to your netFORUMUser Email Alias, which you can edit in the User's Record in the Admin Module.
    cc Optional Enter the email addresses of the people who should receive a copy of this email. The e-mail recipients specified in the CC and BCC fields will receive a copy of every email sent. If there are 10 recipients, they will receive 10 e-mails. If there are 1,000 recipients, they will receive 1,000 e-mails.
    bcc Optional Enter the email addresses of the people who should receive a copy of this email, but whose address should not be viewable. The e-mail recipients specified in the CC and BCC fields will receive a copy of every email sent. If there are 10 recipients, they will receive 10 e-mails. If there are 1,000 recipients, they will receive 1,000 e-mails.
    template Optional Select a template from a list of existing templates with the merge codes already included. This drop-down list is exactly the same as the list in the Create a Word Merge Document icon. The template menu is filtered based on each template's List Type. For example, if you click the communicate icon from an Individual Profile, or from a list of Individuals, you will only see templates that have a List Type of Individuals. Selecting a template from the drop-down list automatically populates the HTML Template and the Plain Text Template with the data from that template, including merge fields.
    subject Optional Enter the text that should appear as the subject of the email. The subject is tied to the template.
    Send with High Priority Optional if checked, then the message will be sent with high priority. Depending on the recipient's email reader, high priority messages get classified accordingly. Outlook, for example, flags high priority emails with an exclamation point.
    file to attach Optional

    Choose the file you would like to attach to this email. When attaching files, be aware that file size might be restricted by the outgoing mail server, and by each recipient's mail server. To attach a file, use the following steps:

    1. Click the Choose File button.
    2. Browse to the file you want to attach and click the Open button. The file name appears beside the Choose File button.
    3. Click the Attach button. The file name moves to the attachment(s) field.
    attachment(s) Optional A field to display multiple attachments.

    Use the steps in the file to attach field to add files to this field. To remove a file from this field, use the following steps:

    1. Highlight the file name of the file you want to remove.
    2. Click the Remove button.
    available fields Optional TBD
    background color Optional Click in the field to see a color-picker. Choose your color, then click the circle in the bottom right corner to have netFORUM enter the Hexadecimal code for that color. Or enter the Hexadecimal color code.
    HTML Template Required Enter your message here. If you are using IE, you can use the Cute Editor to format your HTML message. If you are using another browser, you can enter HTML code in the HTML Template field to format your HTML Message.
    Preserve absolute path for links (for emails in html format) Optional Click this check box to make sure the email retains the absolute path for the links contained in it.
    Plain Text Template Required Enter your plain-text message here.
    # errors before abort Optional Enter the number of errors this emailing can encounter before it stops. This value is defaulted by the EmailAbortErrors system option.
    password Required A password is required so users do not accidentally send email. The password is stored in the BlastEmailAccessCode system option.
    send test message to Optional

    Enter an email address for the test message.

    Tip: Try out the email and make sure it looks right by sending the test message to yourself.
    as Optional Select the format for your test email.
  4. Click the Send Test Message button to send the test message. Click the Send Messages Now! button to send all messages. Click the Cancel button to cancel sending messages.

Related Functionality

Additional Information

  • When e-mailing to a list, Real Magnet is also the engine used to communicate through e-mail.
  • The Call To Action functionality is supported through the Real Magnet integration.

FAQ

What is the difference between sending a group e-mail from the list page using the E-mail To This List icon vs. sending an e-mail from the Create Word Merge Document icon?

The e-mail generated through the Create Word Merge Document icon is sent through Microsoft Outlook (or your e-mail program) while using the E-mail To This List icon generates and sends the e-mail through netFORUM.

See Also

Technical Information

Clicking this link will run the Communicate feature for the records in the List. This icon is available only if the Object behind the List has the supports correspondence check box selected. See Call to Action: List Type for more.

Case Study - Launch Send Correspondence via Form Link

You can launch the Send Correspondence page from a Form Link using the following syntax: 

CommunicationPage.aspx?object=teamunit&FormKey={request:FormKey}

This example assumes that the Object on the Form is named teamunit.

FAQ

Q. What is the difference between sending a group e-mail from the List page using the E-mail To This List icon vs. sending an e-mail from the Create Word Merge Document icon?

A. The e-mail generated through the Create Word Merge Document icon is sent through Microsoft Outlook (or your e-mail program) while using the E-mail To This List icon generates and sends the e-mail through netFORUM.

Q. What is the maximum number of recipients you can use with this feature?

A. There is no absolute rule. For "large" mailings, the Call to Action feature is preferred over Communicate. The tipping point is probably around 750 recipients, although your mileage may vary.

Q. I am sending a large attachment with the email and I get this error: "Exceeded storage allocation. The server response was: 4.3.1 Message size exceeds fixed maximum message size" Why?

A. It is likely that some of the recipients have mail servers that are rejecting the large attachment. Or, it could be that your mail server will not allow you to send an email with a large attachment. You'll need to send a smaller attachment, zip the attachment (which still might be too large) or find another way to deliver the attachment. If the attachment is not top secret, you might want to put the file somewhere the recipients can download it, and then have a URL link to the location.

Q. I get this message: One or more errors has occurred while sending messages. Please check the error report for details.

A. See link for more, also see E-mail error log