Send Emails

Creating Content

• Click Send Emails
• Click "New HTML Email" from the Select Content section
  • Most emails will be sent in HTML to allow for images and formatting. Plain Text emails may also be created.
• Select an email template from the droplist
• Enter a Subject
• Enter a "From Name"
• Enter a "From Address"
• Create  your content
  • Add image, use headings , use the "Tags" provided for dynamic content
• Save! This email content will be saved for future use

Sending Emails

When emails are sent from the Association Database, there are 3 phases involved in sending the messages (when an email list has more than 1000 addresses):

1. Email message is generated: Addresses are counted and it is placed in the queue. At this step, a confirmation message is displayed, that the items have been generated - placed in the queue.
2. Email batching:  The actual email content is batched in 500 messages at a time in the Email Log prior to sending. No messages are sent yet.
3. Email sending: This is the last phase when the messages are actually sent by the server. This phase starts only when phase 2 is completed.

When an email list has less than 1000 records, step 2 is skipped (batching is combined with step 1).

Note: When creating an email list that will be sent out to more than 2,500 people, the following must be done:

• In the "Association" back-end of your site
• Click the "Emails" tab from the left menu on the page
• Click the "Manage List" link
• Find and select the email list
• In the "Base SQL" input box, scroll down to the end of the code, type in:
  ORDER BY PPL_PeopleID

Recommended Practices:

1. Always send a test email using the "send email to test address" field before sending your content. It is also recommended to send to more than one type of email account, such as Outlook, Gmail, Yahoo, to test the visual aspect of the email.

2. Always include a witness email in every email list. The witness email is your (staff) email account so that you can verify that the email was sent to your list.

Izenda Manadtory Practices:

1. The column names in the Izenda report that you sync as an email list MUST match the field names as described below (either version, but pick one).

• Ppl_PeopleID, Ppl_Email, Ppl_Lastname, Ppl_Firstname
• ID, EmailAddress, FirstName, LastName

2. The report MUST be sorted by People ID in order to function properly. If the report is not sorted by People ID, not all of the recipients will receive the email.