Communication

From Support Wiki
Revision as of 07:18, 13 July 2017 by Atangen (Talk | contribs) (Blogs)

Jump to: navigation, search

Contents

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

Letters and labels, faxes, and emails may be created and sent in the software. Letters and faxes are created by selecting Form Letters in the Communication module, which is used to create mass mailings, send faxes, or send communication out by preferred method of delivery.
Emails may be sent from many places– any place that you find access to the email editor. The most common selection used to send mass emails (“email blast”) is New Email to Multiple Members from the Communication module. Find access to email the member in other places:
Emails Letters and Mailing Lists-rd bullet.jpg
Members module
Emails Letters and Mailing Lists-rd bullet.jpg
General tab*
Emails Letters and Mailing Lists-rd bullet.jpg
Reps tab*
Emails Letters and Mailing Lists-rd bullet.jpg
Communication tab*
Emails Letters and Mailing Lists-rd bullet.jpg
email icon on the toolbar
Emails Letters and Mailing Lists-rd bullet.jpg
Communication module
Emails Letters and Mailing Lists-rd bullet.jpg
New Email to Multiple Members*
Emails Letters and Mailing Lists-rd bullet.jpg
Email a Member
Emails Letters and Mailing Lists-rd bullet.jpg
Form Letters
Emails Letters and Mailing Lists-rd bullet.jpg
Events module
Emails Letters and Mailing Lists-rd bullet.jpg
Sponsors tab
Emails Letters and Mailing Lists-rd bullet.jpg
Guest List tab
*Also gives access to your own email program using a selection titled Email with Outlook or Edit with Outlook See “Email Sending Options” for more information.

Email Sending Options

Once email recipients are selected in ChamberMaster/GrowthZone, there are two methods of sending the email.

  1. Using ChamberMaster/GrowthZone's built in email tool.
  2. Using Microsoft Outlook (if installed on your computer).
Emails Letters and Mailing Lists-Email Sending Options-Communication.1.003.1.jpg

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

Vid.png View a video showing how to archive an email

In Outlook (or whatever email program you use), include your association’s unique archive address as a BCC. The software will look at the address sent/replied to and place it on the communication history of the associated member. Emails with addresses that are not recognized will still be archived but placed under Communication->Manage Unmatched Archive Emails where you can go to view and manually match them to the appropriate member.
Emails Letters and Mailing Lists-Archive emails (record) in the database even whe-Communication.1.004.2.jpg
Figure 1-2 Example of including archive address when sending email
In the example above (Figure 1-2) this email will be recorded on the member record that has the email address of Joshua.johnson@gvpiping.com
Find your association’s domain address under the Email Server Settings section under Setup->General Options and Settings.*
*Must be logged in with Administrator permissions
Emails Letters and Mailing Lists-Archive emails (record) in the database even whe-Communication.1.004.3.jpg
Figure 1-3 Look up your domain name
Notes:
Emails Letters and Mailing Lists-rd bullet.jpg
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 Letters and Mailing Lists-rd bullet.jpg
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.
Emails Letters and Mailing Lists-rd bullet.jpg
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.
Emails Letters and Mailing Lists-rd bullet.jpg
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

Send an email from the software
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.
Note: All emails sent from ChamberMaster/MemberZone are sent BCC to the recipients.
*Available only for those with Plus or greater edition
Send an email from your own program but through the software
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.
Emails sent in this manner will be sent to the -selected recipients as BCC recipients. You may add your own personal CCs or BCCs as desired. This email will be recorded on the members’ communication history. Initial replies from the recipients will also be recorded as long as nothing is changed in the email header such as the Send to:, Subject line etc. Consider the record of the reply as a bonus and not something that can be relied on.

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.
Emails Letters and Mailing Lists-Send a Mass Email-Communication.1.006.1.jpg
5.
Click Edit with ChamberMaster.*
6.
Compose the email message.
7.
Click Send Email Now or Send Email Later.**
*If desiring to send this email using your own email program, click Edit with Outlook. Check out the reasons for sending from ChamberMaster vs. your own program.
**Available only for those with ChamberMaster Plus

Schedule an Email

Available only for those with Plus or greater
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.
Emails Letters and Mailing Lists-Schedule an Email-Communication.1.007.1.jpg
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.
 
Edit the content or change time of scheduled email
1.
Click Communication.
2.
Click Manage Scheduled Email Messages.
Emails Letters and Mailing Lists-Schedule an Email-Communication.1.007.2.jpg
3.
Click Edit to edit the content or change the delivery time.
 
Delete a scheduled email
1.
Click Communication.
2.
Click Manage Scheduled Email Messages.
Emails Letters and Mailing Lists-Schedule an Email-Communication.1.007.3.jpg
3.
Click Delete to remove the email from the delivery schedule.
 
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
View Past Scheduled Emails
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.
1.
Click Communication.
2.
Click Manage Scheduled Email Messages.
3.
Click the Past Scheduled Emails tab.
Emails Letters and Mailing Lists-Schedule an Email-Communication.1.007.4.jpg

Send Communication by Delivery Preference

A single communication piece may be sent out to members by their preference of delivery: mail, fax, or email. When using the Preferred communication type selection under Communication->Form Letters the appropriate output will be developed for each recipient based on the member’s database fields.
If addressees are selected as individual reps (by choosing the selections in the Add Representatives section) the preference as specified on their Reps tab in the Contact Preference field will be used.
If addressees are selected as member companies (by choosing the selections in the Add Members section) the preference will be determined automatically according to the information specified on their General tab. If an email address exists, this will be the automatic first preference. If no email address exists, a complete mailing address would qualify as the next preference. Fax would be the last automatic preference. See FAQ “How is the Contact Preference Used on the Reps tab?”
1.
Click Communication in the left-hand menu.
2.
Click Form Letters.
3.
Select desired recipients.
4.
Select Preferred Communication Type as the way to Distribute By:
5.
If applicable, click remove next to those identified under Preferred Communication Type as having no contact info, duplicate, or invalid info.
Emails Letters and Mailing Lists-Send Communication by Delivery Preference-Communication.1.008.1.jpg
6.
Click Continue.
7.
Compose the letter.
8.
Click Print Letters, complete the Print Options selections and click Continue.
Emails Letters and Mailing Lists-Send Communication by Delivery Preference-Communication.1.008.2.jpg
Figure 1-4 Print Options selections
9.
Preview the letters on-screen. Select Print Preview if desired to view the formatted output and remove unwanted headers and footers if applicable.
10.
Close the letter-printing windows and return to the letter composition window.
11.
Click Print Labels, complete the Mailing Label Options selections and click Continue.
Emails Letters and Mailing Lists-Send Communication by Delivery Preference-Communication.1.008.3.jpg
Figure 1-5 Mailing Label Options
12.
Preview the labels on-screen and then select to print. Ensure that your print selections are set with Page Scaling set to None.
13.
Close the label-printing windows and return to the letter composition window.
14.
Click Continue>>Faxes.
Emails Letters and Mailing Lists-Send Communication by Delivery Preference-Communication.1.008.4.jpg
15.
Make any modifications to the fax output.
16.
Click Print Fax Content and/or Download Fax List. Read more information on fax output options.
Emails Letters and Mailing Lists-Send Communication by Delivery Preference-Communication.1.008.5.jpg
17.
Click Continue>>Emails.
Emails Letters and Mailing Lists-Send Communication by Delivery Preference-Communication.1.008.6.jpg
18.
Make any modifications to the email output. Make sure to type a subject line. Add attachments and links as desired.
19.
Click Send Email.
 

Selecting Recipients

Emails Letters and Mailing Lists-Selecting Recipients-Communication.1.009.1.jpg
Figure 1-6 – Screen one when using Communicaton->Form Letters
This screen displays when selecting multiple recipients. The specific example in Figure 1-3 is when using Communication->Form Letters. The description below also describes the selection screen when using Communication->New Email to Multiple Members except that no delivery method may be selected; email is assumed.
General explanation:
Addressees selected under the Add Members heading will use the contact information found on the General tab of the member’s record.
Addressees selected under the Add Representatives heading will use the contact information found on the Reps tab of the selected individual rep.
When using Communication->Form Letters selection:
ChamberMaster allows you to create a single communication piece but choose to send it in multiple ways - - by email, fax, or mail. Selection of delivery method also includes a Preferred communication type selection which generates the appropriate delivery method for each recipient based on the member’s database fields.
When Preferred Communication Type is selected, addressees selected as individual reps will use the preference as specified on their Reps tab.
Preferred method for addressees selected by member name will be determined automatically according to the information specified on their General tab. If an email address exists, this will be the automatic first preference. If no email address exists, a complete mailing address would qualify as the next preference. Fax would be the last automatic preference.

Composing a Letter

Emails Letters and Mailing Lists-Composing a Letter-Communication.1.010.1.jpg
Figure 1-7 –Composing a letter

Composing an Email Message

Emails Letters and Mailing Lists-Composing an Email Message-Communication.1.011.1.jpg
Figure 1-8 – Composing an Email message
Due to email size limitations imposed by many ISPs in battling spam, the email editor displays an email content size indicator that updates as you type. It also displays the maximum email size left available. Since email addresses also use some available byte size, ChamberMaster determines this maximum remaining email size after addressees have been selected. If a large attachment is also desired, select to upload the attachment to the ChamberMaster server instead of the traditional method of attachment. See “Adding an Attachment”.
Note that ChamberMaster limits both the individual attachment size and the total communication size for email messages sent via the communication module. The total communication size is calculated as:
number of recipients x (message size + attachment size) = total communication size
The primary factor in staying under the size limits is the number of recipients to whom you are sending the message. This means that "in a pinch", dividing the recipient list into two or more groups should sufficiently reduce the size of the total communication package such that it will be sent.
The recommended method of sending documents to your members is by linking to them within the body of the email rather than by appending them to your email message. ChamberMaster provides unlimited storage space for any documents which you would like to upload and link to in your email messages. See “Adding an Attachment.”

Composing Fax Output

Emails Letters and Mailing Lists-Composing Fax Output-Communication.1.012.1.jpg
Figure 1-9 – Composing Fax output
Fax communication is not faxed directly from within ChamberMaster. Instead, ChamberMaster produces the output that may either be printed and inserted into your own fax machine or downloaded and saved to a file that may be imported into popular fax software programs like WinFax Pro. ChamberMaster also supports a number of Internet Fax services. Contact [[1]] to see if your provider is supported.

Send Communication Based on Custom Report Criteria

Communication may be sent to selected reps based on custom criteria that you specify as you create a custom report.
For instance, your custom criteria might display those in a certain zip code area, or those that employ over 100 full-time employees. After displaying the results of your custom criteria selections, select Create a Group, type a Group Name, and select Submit. The next screen will give the option to Contact Members.
Emails Letters and Mailing Lists-Send Communication Based on Custom Report Criter-Communication.1.013.1.jpg
Figure 1-9a Create a group from Custom Report criteria
See “Create a Group from Custom Criteria” in the Reports and Downloads section for complete instructions on specifying your custom criteria and creating the group.

Creating a Letter

1.
Click Communication in the left-hand menu.
2.
Click Form Letters.
3.
Select the desired recipients.
4.
Select Mail Only as the way to Distribute By:
5.
If applicable, click remove next to those identified under Mail Only as having no contact info, duplicate addresses, or invalid addresses.
6.
Click Continue.
7.
Compose the letter.
8.
Click Print Letters, complete the Print Options selections and click Continue.
Make sure to check the box to Save letter to communication log and type the desired communication log title. In Figure 1-10 the entry will be saved as “Welcome to the Chamber”.
Emails Letters and Mailing Lists-Creating a Letter-Communication.1.014.1.jpg
Figure 1-10 Print Options selections
9.
Preview the letters on-screen. Select Print Preview if desired to view the formatted output and remove unwanted headers and footers if applicable.
10.
Close the letter-printing windows and return to the letter composition window.
11.
Click Print Labels, complete the Mailing Label Options selections and click Continue.
Emails Letters and Mailing Lists-Creating a Letter-Communication.1.014.2.jpg
Figure 1-11 Mailing Label Options
12.
Preview the labels on-screen and then select to print. In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see “Proper settings for label output” below.
13.
Close the label-printing windows and return to the letter composition window.
14.
Click Close.

Create Mass Mailing Labels

Emails Letters and Mailing Lists-rd bullet.jpg
Single labels for a particular member are available in the Members module on the General tab, the Reps tab, and the Communication tab.
Emails Letters and Mailing Lists-rd bullet.jpg
Selections for printing mailing labels for multiple members are found in the Communication module (Form Letters) and the Reports module (Mailing Labels). The Reports module selection gives additional options specific to mailing labels that are not available when printing labels in the Communication module, such as a selection to download the labels and view a postal code summary.
Print labels from the Reports module
1.
Click Reports in the left-hand menu.
2.
Click Mailing Labels in the Common Reports area.
3.
Add those that should have a label printed using one or more methods in the Settings area. See Figure 1-12.
4.
Select other desired mailing label settings.
Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.1.jpg
Figure 1-12 Mailing label options in Reports module
5.
Click View/Print Mailing Labels.
6.
The selected labels will display.
7.
Insert the labels into your printer and click Print from the File menu or other desired method within your browser window.
8.
In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see “Proper settings for label output”.
9.
After selecting the desired local printer, click Print.
10.
Click Close Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.2.jpg to close the displayed labels.
 
Print labels from the Communication module
1.
Click Communication in the left-hand menu.
2.
Click Form Letters in the Correspondence area.
3.
Select the desired addressees from the selections in the designated blue area. See Figure 1-13 below.
Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.3.jpg
Figure 1-13 Choose contacts
4.
Select Mail Only in the Distribute By area.
5.
Click Continue.
6.
Click Print Mailing Labels.
7.
Select the desired mailing label options.
Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.4.jpg
Figure 10-3 Mailing label options in Communication module
8.
Click Continue.
9.
The selected labels will display.
10.
Insert the labels into your printer and click Print from the File menu or other desired method within your browser window.
11.
In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see “Settings for label output”.
12.
After selecting the desired local printer, click Print.
13.
Click Close Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.5.jpg on each window that displays the labels, mailing label options, and the member correspondence window.

Settings for label output

Labels printed through your software will first display on your screen in Adobe Reader, allowing you to preview the resulting labels before sending to the printer. However, one selection in the print dialog box must be changed from the default to allow proper control of label placement. This selection looks different based on the version of Adobe Reader that is installed on your own computer.

Page Scaling should always be set to None or 100% or Actual (wording varies depending on Adobe version). When Page Scaling is set to anything other than None (or the above identified choices), your labels may print off the labels or “slide” down the page as they print. You may say the labels shift or have improper alignment.

Tip: Sometimes your browser will open the PDF in a “mini reader” instead of using the Adobe program which doesn’t allow you to change these settings. You’ll need to disable these mini-readers in order to allow the software to control the label output properly. Watch a video to understand how this works.
Chrome Users: type in chrome://plugins and press Enter. Then disable the Chrome PDF Viewer and the Adobe Reader. See this page
Firefox Users: Select Options from the Tools menu. Click Applications tab and search for Adobe and also for PDF. Change each selection to Use Adobe Reader.
Internet Explorer Users: Select Manage Add-ons from the Settings menu. With Toolbars and Extensions selected change the Show drop-down to All-Add-ons. Then set the Adobe PDF Reader to Disabled.

Your Adobe Reader version will determine what this setting will look like.

Adobe Reader v. 8.0

Emails Letters and Mailing Lists-Adobe Reader v. 8.0-Communication.1.017.1.jpg

Adobe Reader v. 7.0

Emails Letters and Mailing Lists-Adobe Reader v. 7.0-Communication.1.018.1.jpg

Adobe Reader v. 6.0

Emails Letters and Mailing Lists-Adobe Reader v. 6.0-Communication.1.019.1.jpg
 

Create/Send Fax Output

Send fax output using your fax machine or to download fax output
1.
Click Communication in the left-hand menu.
2.
Click Form Letters.
3.
Select desired recipients.
4.
Select Fax Only as the way to Distribute By:
5.
If applicable, click remove next to those identified under Fax Only as having no contact info, duplicate fax #, or invalid fax #.
6.
Click Edit with ChamberMaster.
7.
Create the fax output.
8.
Click Print Fax Content and/or Download Fax List. Read more information on fax output options.
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.1.jpg
Send fax output to an Internet Fax service
This requires a separate subscription with one of many well-known internet fax service. See “Internet Fax Service” in the “Administrator Tasks” section of online help for more information.
1.
Click Communication in the left-hand menu.
2.
Click Form Letters.
3.
Select desired recipients.
4.
Select Fax Only as the way to Distribute By:
Preferred Communication Type may be selected instead to select to send faxes only to those that have Fax selected as their preference.
5.
If applicable, click remove next to those identified under Fax Only as having no contact info, duplicate fax #, or invalid fax #.
6.
Click Edit with ChamberMaster.
7.
click Add/Remove Attachment.
8.
Select Append your file to the email directly.
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.2.jpg Figure 10-3a
9.
Click Continue.
10.
Click Browse… to locate the desired fax attachment file.
11.
Click Attach.
12.
Click Return.
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.3.jpg
Figure 10-3b – Selecting the desired fax attachment
13.
Click Send Faxes via . . .
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.4.jpg
Figure 10-3c - Sample of the Send Faxes button when using eFax
Some email fax services may accept the cover page or the main content of the fax in the editor area instead of attaching the content and cover page as an attachment. Check with your email fax service or contact ChamberMaster for more information.

Editor menu selections

ChamberMaster uses an editor when creating letters, emails, and faxes that includes many enhanced features. Features include:
Emails Letters and Mailing Lists-rd bullet.jpg
HTML preview screen
Emails Letters and Mailing Lists-rd bullet.jpg
Templates
Emails Letters and Mailing Lists-rd bullet.jpg
Search and Replace
Emails Letters and Mailing Lists-rd bullet.jpg
Undo and Redo
Emails Letters and Mailing Lists-rd bullet.jpg
Strikethrough text
Emails Letters and Mailing Lists-rd bullet.jpg
Superscript and subscript
Emails Letters and Mailing Lists-rd bullet.jpg
Insertion of tables, divider lines, symbols, special characters, and emoticons
Emails Letters and Mailing Lists-rd bullet.jpg
Paste text with or without formatting
The editor comes integrated with a spell checking solution that provides spell checking while you type. Words not recognized will be underlined in red. Right click on the word to be presented with suggestions, an option to Ignore, or add the word to your dictionary.
The following table describes the basic functions of the editor
Emails Letters and Mailing Lists-Editor menu selections-Communication.1.021.1.jpg
Table 1-1 Editor icons

Email Disclaimer

Email Disclaimers appear at the bottom of certain emails generated by our software.
To edit the disclaimer
1.
Click Setup in the left-hand menu.
2.
Click General Options and Settings.
3.
Open the Email Server Settings area.
4.
Edit the desired disclaimer
5.
Click Save.
 
Emails Letters and Mailing Lists-rd bullet.jpg
Internal Email Disclaimer: appear on emails sent from inside the database, typically emails sent from you to your members. Disclaimers do not appear on the bottom of emails sent using the “Send with Outlook” selection
Emails Letters and Mailing Lists-rd bullet.jpg
Public Email Disclaimer: appear on emails that are generated by visitors that access your public website and click links that send emails to you or your members. For instance the “Request Info” link found on the members’ public information page.
Emails Letters and Mailing Lists-Email Disclaimer-Communication.1.022.1.jpg

Adding an attachment

Increasingly when users send email attachments, ISP spam filters are identifying these innocent but potentially large attachments as spam. Consequently these emails and attachments never make it to their intended recipient.
Selecting the option to upload your attachment to a server will eliminate this frustrating problem. Once the file has been uploaded to the ChamberMaster server and selected, a link is generated and automatically placed inside your email allowing the recipient to click to receive their attachment.
There are three options available when selecting Add/Remove Attachment:
Emails Letters and Mailing Lists-Adding an attachment-Communication.1.023.1.jpg
Figure 2-1 – Three attachment options
ΠUpload your attachment file to the ChamberMaster server and include a link to that file in your email. - - produces an email that reduces the size by including a link to the file instead of actually sending the file. Recipients of the email will retrieve the attachment from the secure ChamberMaster server by clicking the designated link within the email. This selection is the same as the Add an Attachment icon (Emails Letters and Mailing Lists-Adding an attachment-Communication.1.023.2.jpg) on the editor tool bar.
 Include a link within the email to a file hosted on your chamber website. - - allows the sender to create a hyperlink to documents or URLs located on other servers. A custom email link may also be generated using this selection. This selection is the same as the Insert/Edit Link icon (Emails Letters and Mailing Lists-Adding an attachment-Communication.1.023.3.jpg) on the editor tool bar.
Ž Append your file to the email directly. - - the traditional way of sending attachments. This selection will send the document with the email
Explained below are the steps for option Œ, which is the recommended selection to reduce problems when sending through your ISP.

Sending an email with a link that will display the attachment

This selection is the same as the Add an Attachment icon (Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.1.jpg) on the editor tool bar.
1.
Any time while creating the desired email, click Add/Remove Attachments (Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.2.jpg)
2.
Click Upload your attachment file to the ChamberMaster server and include a link to that file in your email. See Figure 2-2 below.
Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.3.jpg
Figure 2-2 Add Email Attachments
3.
Click Continue.
4.
Type the desired text in the Text for Attachment Link field. Then click Browse Server. See Figure 2-3 below.
Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.4.jpg
Figure 2-3 – Add File Attachments
5.
Browse to the desired file and click it to select. See Figure 2-4 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. See Figure 2-5 below. Then you may click the desired file to select it. See Figure 2-4 again.
Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.5.jpg
Figure 2-4 Browse to desired file
Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.6.jpg
Figure 2-5 Uploading your file
6.
Click OK. See Figure 2-6 below.
Emails Letters and Mailing Lists-Sending an email with a link that will display t-Communication.1.024.7.jpg
Figure 2-6 The last step

Turn on email links

When receiving an email that contains embedded hyperlinks (links), the recipient may have trouble accessing the links due to settings prohibiting these links within their own email program. Many email programs disable access to these links by default in an attempt to alleviate phishing threats from untrusted sources.
To successfully open an embedded email link, the recipient needs to turn on the access to email links, either temporarily for a single email or globally for all emails.
The instructions below are when using Microsoft Outlook 2003 or 2007 but other email programs may contain similar selections. Contact your email software provider for specifics related to your particular email program.

Possible error displayed when trying to open a link in Microsoft Outlook 2003

Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.1.jpg
Figure 2-7 Error in Microsoft Outlook 2003
To turn on email links temporarily for this email (using Microsoft Outlook 2003)
1.
After clicking the disabled link in the email, click Click here to turn on links in the Information bar above. See Figure 2 below.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.2.jpg
Figure 2-8 Turn on links temporarily
2.
Click Turn on Links (not recommended).
3.
Click the link within the email again.
To turn on email links for all emails (Microsoft Outlook 2003)
Beware: Turning on all email links provides easier access to potentially harmful situations when the sender of an email wishes to direct you to a fraudulent site.
1.
Before opening the email that has the links, click Options from the Tools menu.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.3.jpg
Figure 2-9 Tools, Options
2.
Click Junk Mail on the Preferences tab.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.4.jpg
Figure 2-10 Preferences tab
3.
On the Options tab, click to clear the check box Don’t turn on links in messages . . .
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.5.jpg
Figure 2-11 Take check off
4.
Click OK.
5.
Click OK.
6.
Open the desired email and try clicking the links again.

Possible error displayed when trying to open a link in Microsoft Outlook 2007

Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.1.jpg
Figure 2-12 Error in Microsoft Outlook 2007
To turn on email links temporarily for this email (using Microsoft Outlook 2007)
1.
After clicking the disabled link in the email, click This might be a phishing message . . . (not recommend) in the Information bar above. See Figure 7 below.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.2.jpg
Figure 2-13 Turn on links temporarily
2.
Click Enable Links and other functionality (not recommended).
3.
Click the link within the email again.

To turn on email links for all emails (Microsoft Outlook 2007)
Beware: Turning on all email links provides easier access to potentially harmful situations when the sender of an email wishes to direct you to a fraudulent site.
1.
Before opening the email that has the links, click Options from the Tools menu.
2.
Click Junk Mail on the Preferences tab.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.3.jpg
Figure 2-14 Preferences tab
3.
On the Options tab, click to clear the check box Disable links and other functionality in phishing message.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.4.jpg
Figure 2-14 Take check off
4.
Click OK.
5.
Click OK.
6.
Open the desired email and try clicking the links again.
 

Viewing and Recording Communication History

Communication history for your members is automatically logged on the Communication tab of the member’s record when emails are sent. eReferrals are automatically logged as well. Phones calls can manually be added to the log. And when letters or fax output is printed you can include an entry in the history if you choose. Other actions trigger an entry such as membership application approvals and invoices (Integrated Billing only).
Those with Plus edition or greater have access to the Quick Communication Application that allows communication to be viewed and recorded when not logged into the software. See the steps to install this Windows only program.
How to view communication history
Record and view history using the system tray app for Windows (Quick Communication App)

View history communication history

Communication history can be viewed for a single member or viewed for the entire membership at once. See more on how to create the entries in the history.
View history for a single member
1.
Select the desired member in the Members module.
2.
Click the Communication tab.
Emails Letters and Mailing Lists-View history communication history-Communication.1.029.1.jpg
Figure 3-1 Viewing member communication history
View history for all members
1.
Click Communication in the left-hand menu.
2.
Click Member Contact Report.
3.
Select desired filters and click Refresh Listing.
Emails Letters and Mailing Lists-View history communication history-Communication.1.029.2.jpg
Figure 3-2 Contact Report Listing
Emails Letters and Mailing Lists-sq bullet.jpgMore details on available filter options – Table 3-2
“Display bulk mail correspondence…”: When selected the history will include emails that were sent to multiple individuals at one time. This would include even those that had been sent to only 2 or more individuals.
Task Categories: Tasks are created by you; create your own Task Categories to assist in organizing your communication. Communication may be sorted and filtered by Task Categories. A staff person with Admin permissions can create these under Setup->Correspondence Categories.
 
View a entry
1.
Find the communication history using one of the ways listed above.
2.
Hover over the Subject title of the entry that you wish to view.
3.
The contents of the entry will display immediately in a pop-over window.
Delete a Communication History item
1.
Find the communication history using one of the ways listed above.
2.
Click the title of the desired item in the Subject column.
3.
Click Delete.
Print the Communication History entries
1.
When viewing the communication history, click Reports and select Print Summary Report or click Print Detailed Report.
2.
Follow the on-screen steps to print the output.
Export the Communication History entries
1.
When viewing the communication history, filter the history as desired.
2.
Click Reports and select Download Detail Report.
3.
Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.
 
See more on how to create the entries in the history.

Quick Communication Application (QCA)

For users of Plus edition or greater, communication can also be viewed and recorded when not logged into the software when the Quick Communication Application is running. See the steps below to install this Windows-only program.
Install Quick Communication Application (QCA)
Requirements: Plus edition or greater only. The QCA also requires Microsoft Windows and is not available on the Mac at this time.
1.
Login to your software with administrator privileges.
2.
Click Setup in the left-hand menu.
3.
Click Install Quick Communication Application.
4.
Click Install.
Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.1.jpg
Figure 3-3 Screen during installation of Quick Communication Application
5.
Type your database login name and password of the individual that will be recording the history.
Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.2.jpg
Figure 3-4 Login credentials screen during installation of Quick Communication Application
6.
Click Save.
7.
Wait and then the QCA (Quick Communication Application) icon Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.3.jpg will appear in the system tray (down by your clock).
8.
Right click the icon to quickly record a communication entry, eReferral, or Info Request.
Recording a Communication Entry using the QCA
(Plus edition or greater only)
1.
Make sure the QCA is installed and running in your system tray. You will see the Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.4.jpg icon displaying.
After installation, the QCA may need to be loaded after restarting Windows. Click the Windows Start button ->All Programs->ChamberMaster->Quick Communication Application.
2.
Right-click the QCA icon. Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.5.jpg
3.
Make the desired selection: New Communication, New eReferral, New Info Request.
Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.6.jpg
Figure 3-4 Quick Communication Application selections
4.
Complete the onscreen entries which will be recorded in your software.
 
Sample New Communication History entry using QCA
Emails Letters and Mailing Lists-Quick Communication Application (QCA)-Communication.1.030.7.jpg
 

Inserting a graphic

Adding graphics to your correspondence is a simple process that requires initially uploading the graphic to the secure ChamberMaster server. Once uploaded by a chamber staff member, it is available to all chamber staff for inclusion within correspondence.
Most graphic file types may be uploaded including .jpg, .bmp, .gif, .png and .wmf.
The editor can be accessed from multiple places within ChamberMaster. For one example, click New Email to Multiple Members in the Communication module. After selecting the desired recipients, the correspondence editor will display.
Graphics may also be included in your signature block. Perform the same steps shown here but save it within your signature block.

Insert a graphic within communication

1.
When your cursor is positioned where the graphic is desired within the editor, click Insert/Edit Image Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.1.jpg.
2.
Click Browse Server.
Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.2.jpg
Figure 4-1 Browse server
3.
Browse to the desired file and click it to select. See Figure 4-2 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. Then you may click the desired filename to select it.
Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.3.jpg
Figure 4-2 Insert graphic
If you choose to upload a new file to the secure ChamberMaster server, this file is also available to all chamber staff for inclusion in their documents.
4.
Make any desired changes on the Image Properties screen and then click Continue. See Figure 4-3.
Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.4.jpg
Figure 4-3 Image Properties

Modify an existing graphic (graphic size, borders, alternative text)

1.
Locate the graphic that you desire to edit on the editor screen.
Emails Letters and Mailing Lists-Modify an existing graphic (graphic size border-Communication.1.033.1.jpg
2.
Right-click the graphic.
3.
Click Image Properties.
4.
Make desired changes. See Figure 4-3 in the previous section “Inserting a Graphic within Communication”.
5.
Click OK.

Remove an existing graphic (from the editor screen)

1.
Locate the graphic that you desire to edit on the editor screen.
2.
Right-click the graphic.
3.
Click Cut.
Emails Letters and Mailing Lists-Remove an existing graphic (from the editor scre-Communication.1.034.1.jpg
Emails Letters and Mailing Lists-Remove an existing graphic (from the editor scre-Communication.1.034.2.jpg
Figure 4-4 Allow access
 
1.
Click Allow access if necessary.

Remove a graphic (from the ChamberMaster server)

1.
Within the editor, click Insert/Edit Image Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.1.jpg.
2.
Click Browse Server.
3.
Click the X at the end of the desired graphic to be removed from the ChamberMaster server. See Figure 4-5.
Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.2.jpg
Figure 4-5 Remove graphic from the server
4.
Click OK.
Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.3.jpg
Figure 4-6 Delete confirmation question
5.
Click Close. Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.4.jpg

Documents and Templates

Communication created may be saved for future use in one of two ways - - as a document or a template.
Saving a document allows you to name and save the communication piece to be retrieved at a later time, modified, and saved again. Saving a template allows you to save the communication piece to be retrieved at a later time but will not allow any modifications to be made to the original, thus maintaining the integrity of that communication piece.
Accessing and Using Communication Templates

Saving a document

1.
Open the editor and create the desired communication piece.
2.
Click Save ( Emails Letters and Mailing Lists-Saving a document-Communication.1.037.1.jpg).
3.
Complete the Save Name and Description fields in the Save window ensuring that Save the text as a new document is selected. See Figure 5-1 below.
Emails Letters and Mailing Lists-Saving a document-Communication.1.037.2.jpg
Figure 5-1 – Save window
4.
Click OK.

Saving changes to an existing document

Saving changes to an existing document
1.
Open the existing document and make desired changes.
2.
Click Save ( Emails Letters and Mailing Lists-Saving changes to an existing document-Communication.1.038.1.jpg).
3.
Click the Update an existing document button.
4.
Click the Update an existing document arrow to select the desired document to update.
Emails Letters and Mailing Lists-Saving changes to an existing document-Communication.1.038.2.jpg
Figure 5-2 Update existing document
5.
Click OK.

Saving a Template

1.
Open the editor and create the desired communication piece or open an existing document and make any desired changes.
2.
Click Save ( Emails Letters and Mailing Lists-Saving a Template-Communication.1.039.1.jpg).
3.
Complete the Save Name and Description fields in the Save window ensuring that Save the text as a new template is selected. See Figure 5-3 below.
Emails Letters and Mailing Lists-Saving a Template-Communication.1.039.2.jpg
Figure 5-3 – Saving a template
4.
Click OK.

Using a template

1.
Open the editor.
2.
Click Choose a Template (Emails Letters and Mailing Lists-Using a template-Communication.1.040.1.jpg).
3.
Click the template title to select the desired template.
Emails Letters and Mailing Lists-Using a template-Communication.1.040.2.jpg
Figure 5-4 – Choose a template

Using Pre-defined Templates

A number of predefined templates are provided that may be selected and brought onto your own list of templates. You may use these templates “as is” or choose to modify and then re-save with your own name.

Adding a Predefined Template

1. In the email edit screen, click the Choose a Template button.


Edit email screen.png
Figure: The email edit screen and Choose a Template button.


2. Click Predefined Templates.


Emails Letters and Mailing Lists-Using Pre-defined Templates-Communication.1.041.3.jpg
Figure: Selecting Predefined Templates


3. Click the template title to select the desired predefined template.


Emails Letters and Mailing Lists-Using Pre-defined Templates-Communication.1.041.5.jpg
Figure: Sample of predefined templates


4. Click OK to select another template right now or click Cancel to return to your own list of templates.

5. Once on your list of templates, click to select the desired template.

6. All fields with [ ] will auto-fill with the data from the member’s record or from your association contact information where appropriate.

Blogs

Blogs are a great way to get your message out to your members and the public. Users with Pro Edition can now create one or more blogs that integrate perfectly with your website and Member Information Center. Watch a quick video on what the Blog feature can do for you:

Creating a Blog

Watch a video on how to create a blog:


1. From your Dashboard, click Communication on the left-hand menu. Under "Other Communication Tools", click Manage Blog.


Blog1.png


2. From the Blog Tool Home tab, click the Create New Blog button.


Blog2.png


3. Give the blog a Name (required) and Description (optional), then click Save.


Blog3.png


4. Once saved, you will be in the Posts tab. To create your first post, click New Post.


Blog4.png


5. On the New Post screen, give the post a title, some body text, set the Status to "Published", and click the Save button.


Blog5.png


6. When you are ready to make this blog available to your audience, click the Share Blog tab. Change the Blog Status to "Active", and click the Save button. Use one of the distribution methods a the bottom of the page to get your blog out there.


Blog6.png

Mail Merge

Remove Unwanted Headers & Footers

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

Find answers to more commonly asked questions about Communication on the FAQ page

Help Documentation

Browse the Communication Table of Contents