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.
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).
| Field Name | Required? | Description |
|---|---|---|
| description | Optional | stored in the communication archive table. Enter a description that explains the purpose of the email, for reference for your internal staff. The recipient does not see this. |
| communicate using | Optional | by default, the communication will go to each recipient's preferred communication type. Selecting a value in this drop-down will override the recipient's preference. |
| mailing type | Required | TBD |
|
Seed List |
Optional |
Select a Mailing List in this drop-down list to send a copy of this email to everyone in this list. Only mailing lists that are configured to be a Seed List are available. |
| from | Required |
choose the from address from the list of your Email Aliases. |
| reply to | Optional | choose the reply to address from the list of your Email Aliases. |
| cc | Optional | The e-mail recipients specified in the CC and BCC fields will receive a copy of every e-mail 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 | The e-mail recipients specified in the CC and BCC fields will receive a copy of every e-mail 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 | choose the template |
| subject | Optional | this is the subject that will go in the email's subject. 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 |
Click the Browse button to select a file to attach. Click the Attach button to display the file in the attachment(s) field. File size limits may be restricted by the outgoing mail server, and by each recipient's own mail server. |
| attachment(s) | Optional | A field to display multiple attachments. Click an attachment to highlight it and click the Remove button to remove the attachment. |
| available fields | Optional | TBD |
| background color | Optional | Click in this field to display a color wheel. Choose your color, and then click the color wheel icon to enter the html color code into the field. |
| 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. |
| # errors before abort | Optional |
this value is defaulted by the EmailAbortErrors system option. |
| password | Optional |
used to prevent accidentally sending an email. The passcode is stored in the BlastEmailAccessCode system option. |
| send test message to | Optional | used to send a test email, typically to yourself, to make sure the email looks right before sending it to your real audience. |
| as | Optional | Select the format for your test email. |
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.
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.
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.
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