Send Batch Emails

Batch emails can be sent from the results of an organization, request, payment, or requirement super search. For example, a batch email could be sent to the primary contact for all grants approved at the last board meeting by running a request super search for all requests approved on the date of the meeting.

The system provides an opportunity to preview and update individual emails in the batch before sending.

Before sending batch emails, contact records and roles must be added in the site, as well as email templates. Refer to Contacts and Email Templates for more details. 

Send Batch Emails

1. Run the relevant super search.
2. Click Batch Edit.
   
   
3. Check the box next to each record to include in the batch email.
   
   
4. Click Action, select Send Email, and then click Go.
   
   
5. Complete the applicable fields, and then click Preview Emails.
   1. Email Template - Select one of the available email templates in the list. Email Templates contains details on configuring the available templates.
   2. To - Search for and select one or more contact roles or staff members as the main recipients of the email. Additional recipients can be added by typing an email address and pressing Enter.
   3. CC - Search for and select one or more contact roles or staff members as CC recipients of the email. Additional recipients can be added by typing an email address and pressing Enter.
   4. Subject - Edit the subject for the email as needed.
      
      
6. Click the warning icon tab to preview and edit any emails with issues to resolve. These emails will not be sent with the batch until the issues are resolved.
   1. Select an email for a different record using the arrow icons or dropdown. 
   2. A new email address for a contact that does not exist in the site can be entered in the To or CC fields. Type the email address, and then press Enter. 
   3. If a contact does not exist within a selected Recipient role for a request, the issue must be resolved in order for the email to be sent.
      
      
7. Click the checkmark icon tab to preview and edit any emails that are ready to send.
   1. Select an email for a different record using the arrow icons or dropdown.
      
      
8. After resolving any issues and making any edits, click Send Email for [Number of Records] to send the email batch.
   
   

An interaction is automatically created for each record in the batch with the interaction type of Communication: Email.

Manage Email Replies 

If an email recipient replies, the staff user and any followers assigned to the interaction receive the replies by email. Users can respond directly in the email chain or within the interaction in GivingData. Follow the instructions below to respond in the interaction.

1. Navigate to the record, (e.g. organization, request, contact, etc.) and click the Interactions tab.
2. Click the double arrow icon.
   
   
3. Click Reply to this Message Thread.
   
   
4. Enter the message, and then click Reply.