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This page guides you through the bulk email notifications process.

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.

Additional Information

For additional information related with editing the body email refer to the following topic:

Communication Template

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 /wiki/spaces/BUG2/pages/965738926.

  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. This field is not visible if GENERAL EMAIL has been selected from the Report field.

  3. From: This is a drop down field that lists the name of the sender of the email. The name listed will default to login details of the user with the active Brevity session.

  4. Email Body: This is the message listed within the email body 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 will 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. This field is not visible if GENERAL EMAIL has been selected from the Report field.

  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 creates the data grid listing either the client(s) or employee(s) that can receive the 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 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



    To add attachments to a general email, select the (plus) Add Documents button to present the file upload screen, search for and select the documents that are to be attached to the email.

  4. Where GENERAL EMAIL has not been selected, you can within the Reported From Date field, input in free text or select from the date picker the start date of the reporting period.

  5. Where GENERAL EMAIL has not been selected. you can within the Reported To Date field input in free text or select from the date picker the end date of the reporting period.

  6. 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.

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

  8. Review the content of the Email Body, make any adjustments to text and wording, formatting, indentation and alignment.

    Any changes made can be saved for future use by selecting the Save Template Changes button.


  9. Where GENERAL EMAIL has been selected, click 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. An icon will be presented to alert you as to whether the email has been successfully sent or failed.

    Green checkbox means the email was sent successfully
    Red X icon means 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 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


    To add attachments to a general email, select the (plus) Add Documents button to present the file upload screen, search for and select the documents that are to be attached to the email.

  4. Where GENERAL EMAIL has not been selected, you can within the Reported From Date field, input in free text or select from the date picker the start date of the reporting period.

  5. Where GENERAL EMAIL has not been selected. you can within the Reported To Date field input in free text or select from the date picker the end date of the reporting period.

  6. 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.

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

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

  9. Review the content of the Email Body, make any adjustments to text and wording, formatting, indentation and alignment.

    Any changes made can be saved for future use by selecting the Save Template Changes button.

  10. Where GENERAL EMAIL has been selected, click 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.

  11. Click on the send email to send the email to the selected recipients. An icon will be presented to alert you as to whether the email has been successfully sent or failed.

    Green checkbox means the email was sent successfully
    Red X icon means 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.