Difference between revisions of "Communication"
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===Archive emails (record) in the database even when not logged in=== | ===Archive emails (record) in the database even when not logged in=== | ||
+ | [[File:Vid.png|link=http://www.screencast.com/t/GmGkbqJVB]] [http://www.screencast.com/t/GmGkbqJVB View a video showing how to archive an email] | ||
+ | <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0BJB0HA">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 </span><span style="font-weight: bold;">Communication->Manage Unmatched Archive Emails</span> where you can go to view and manually match them to the appropriate member.</div> | ||
+ | <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0AJB0HA">[[Image:Emails_Letters_and_Mailing_Lists-Archive_emails_(record)_in_the_database_even_whe-Communication.1.004.2.jpg]]</span></div> | ||
+ | <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E06IB0HA">Figure 1-2 Example of including archive address when sending email</span></div> | ||
+ | <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E05IB0HA">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</span></div> | ||
+ | <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E04IB0HA">Find your association’s domain address under the </span><span style="font-weight: bold;">Email Server Settings</span> section under <span style="font-weight: bold;">Setup->General Options and Settings</span>.*</div> | ||
+ | <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt;"><span style="font-size: 9pt;"><span id="wwpID0E03IB0HA">*Must be logged in with Administrator permissions</span></span></div> | ||
+ | <div style="font-family: arial; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E02IB0HA">[[Image:Emails_Letters_and_Mailing_Lists-Archive_emails_(record)_in_the_database_even_whe-Communication.1.004.3.jpg]]</span></div> | ||
+ | <div style="font-family: arial; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E01IB0HA">Figure 1-3 Look up your domain name</span></div> | ||
+ | <div style="color: #5F497A; font-family: arial; font-size: 11pt; font-weight: bold; margin-left: 0pt;"><span id="wwpID0E0ZIB0HA">Notes: </span></div> | ||
+ | <div style="margin-left: 0pt;margin-bottom: 12pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td> | ||
+ | <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0YIB0HA">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.</span></div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 0pt;margin-bottom: 12pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td> | ||
+ | <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0XIB0HA">Emails forwarded or cc'd to archive@youraname when multiple members/reps in your database share the same recipient address will be recorded in </span><span style="font-weight: bold;">Communication ->Unmatched Archive Emails</span>. </div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 0pt;margin-bottom: 12pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td> | ||
+ | <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0WIB0HA">In cases where there are two reps with an identical email address that belong to the </span><span style="text-decoration: underline;">same</span> member, it will be recorded on that member’s history. </div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | <div style="margin-left: 0pt;margin-bottom: 12pt;"> | ||
+ | <table border="0" cellspacing="0" cellpadding="0" width="99%" summary=""> | ||
+ | <tr valign="baseline"> | ||
+ | <td style="width: 18pt"><div style="font-family: arial; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td> | ||
+ | <td><div style="font-family: arial; font-size: 11pt;"><span id="wwpID0E0VIB0HA">In cases where two reps with identical email address belong to two </span><span style="text-decoration: underline;">different</span> members, the archived email will still go to the unmatched archive email list.</div></td> | ||
+ | </tr> | ||
+ | </table> | ||
+ | </div> | ||
+ | [[Category:Communication]] | ||
+ | |||
===Quick Guide to Sending an Email=== | ===Quick Guide to Sending an Email=== | ||
===Send a Mass Email=== | ===Send a Mass Email=== |
Revision as of 13:36, 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
Send a Mass Email
Schedule an Email
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