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This page guides you through the bulk email notifications process within the Lite version of the Brevity Care application

These are the topics on this page:

Accessing the Bulk Email notifications

The Bulk Email Notification page is accessed from either the Client>Bulk Email Notifications menu or the Employee>Bulk Email Notification menu.

Navigating the Bulk Email notification screen

Expand
titleClick and preview the fields and objects mainatined within the Bulk Email Notification page

The following is an outline of the fields and objects that comprise the Bulk Email Notification form, the following fields are applicable for both email notifications to the client or employee:

  1. Email Template: This is a drop down field that lists existing email template that are available for use. To create a new email template refer to the topic communication template guide.

  2. Report From Date: This field is used to list the first day covered by the report that Brevity will generate. The date can be input free text or selected from the calendar picker

  3. From: This is a drop down field that lists the name of the sender of the email. 

  4. Email Body: This is the message that you will send to either your employee(s) or client(s).

  5. Save Template changes: This button is used to save changes that have been made to the selected email template, so that they can be available for use again.

  6. Report: This is a drop down field lists the type of report that you will send to either your employee(s) or client(s). Brevity can generate the report and attach it to your email.

  7. Report To Date: This field is used to list the last day covered by the report that Brevity will generate. The date can be input free text or selected from the calendar picker.

  8. Subject: This field is used to specify the text that will appear on the Subject Line of the email

  9. Recipient list: This data grid lists either the client(s) or employee(s) that can receive email. This grid is created from the action of selecting the preview button. Data listed within the grid includes recipient name, email address and view link to review the report information that is relevant to the recipient.

    Recipients without a valid email address will be marked with the (error) icon opposite their name

  10. Send: Selecting this button will send the report to the selected recipients.

  11. Preview: Selecting this button create the data grid listing either the client(s) or employee(s) that can receive email.

Sending a Client Bulk Email notification

To undertake a Bulk Email Notification to your clients observe the following steps:

  1. Select the Clients>Bulk Email notifications menu option to open the Bulk Email notification page.

  2. Within the Email Template field select from the drop down list the required template that will be used as the basis of your communication with your clients.

    Selection of the required template will update the Email Body field with the content of the message.

  3. Within the Reported From Date field, input in free text or select from the date picker the start date of the reporting period.

  4. Within the From field either accept the default login name that has been listed, or position your cursor in the field , clear the results and search for alternate user name.

  5. Within the Report field select the report that will be used.

    Please note that selecting the GENERAL EMAIL option from the list will (1) hide the reporting date range fields and (2) allow for you to add attachments to the bulk email

  6. Within the Reported To Date field input in free text or select from the date picker the end date of the reporting period.

  7. With the subject field input the purpose of the email.

  8. Review the content of the Email Body.


    The static content can be updated.
    Select the Save Template Changes button to save the changes made to the template, for future use.

  9. Select the PREVIEW button from the ribbon bar to display a list of all the client's that you can send an email to. Either Individually select the client records or select all.

  10. Click on the send email to send the email to the selected recipients.

  11. You can see an icon from the checkbox to check if the email has been successfully sent or failed.

    Green checkbox means that the email is sent successfully
    Red X icon means that the email failed to send

Sending an Employee Bulk Email Notification

To undertake a Bulk Email Notification to your employees observe the following steps:

  1. Select the Employee>Bulk Email notifications menu option to open the Bulk Email notification page.

  2. Within the Email Template field select from the drop down list the required template that will be used as the basis of your communication with your employees.

  3. Within the Reported From Date field, input in free text or select from the date picker the start date of the reporting period.

  4. Within the From field either accept the default login name that has been listed, or position your cursor in the field , clear the results and search for alternate user name.

  5. Within the Report field select the report that will be used.

    Please note that selecting the GENERAL EMAIL option from the list will (1) hide the reporting date range fields and (2) allow for you to add attachments to the bulk email

  6. Within the Reported To Date field input in free text or select from the date picker the end date of the reporting period.

  7. With the subject field input the purpose of the email.

  8. Select the PREVIEW button from the ribbon bar to display a list of all the employee's that you can send an email to. Either Individually select the employee records or select all.

  9. Click on the send email to send the email to the selected recipients.

  10. You can see an icon from the checkbox to check if the email has been successfully sent or failed.

    Green checkbox means that the email is sent successfully
    Red X icon means that the email failed to send

Previewing the Attachment

Before you can send the email to the client or employee, you can preview the attachment by clicking on the view link located within the report column, which is opposite to the recipients email address.