General automated e-mail

There are two kinds of automated e-mails: with condition and without condition.

• E-mails with condition are e-mails that can only be sent to persons that meet a certain condition. For example, an e-mail can have the condition that it is only for new members.
• E-mails without condition are e-mails that are intended for persons in a certain group, without further conditions, such as a yearly reminder to members to update their profile.

Creating an automated e-mail

To create an automated e-mail, click ‘Add’ in the toolbar. You can then choose between ‘With condition’ and ‘Without condition’. Select the correct option and then fill in the following information explained below:

• Properties – Here you can indicate the language of the e-mail. This has implications for the language of placeholders. For example, {{salutation}} will be ‘Beste’ if you choose Dutch as language, but if you choose English, it will be ‘Dear’. Additionally, fill in the subject of the e-mail, the e-mail address of the sender and the name of the sender.
  Remember that only verified e-mail addresses that are known to the system can be used as sender address.
  Lastly, behind ‘Status’, indicate whether the e-mail is active or inactive. If the e-mail is inactive, it will not be sent, even if someone meets the condition.
• Based on:
  • With condition – Indicate to which type of profile the e-mail should be sent behind ‘Profile’. Behind ‘Condition’, you can only choose the option ‘included in folder/group’. Behind ‘Folder/group’, type the name of the folder or group for which the e-mail is intended. A list of suggestions appears. Select the correct folder or group. Then, behind ‘Send as’, indicate whether the e-mail should be sent only the first time, or each time the condition is met.
  • Without condition – Indicate to which type of profile the e-mail should be sent behind ‘Profile’. Behind ‘Folder/group’, type the name of the folder or group for which the e-mail is intended. A list of several suggestions appears. Select the correct folder or group. Behind ‘Frequency’, indicate how often the e-mail should be sent. Available options are: yearly, monthly, weekly and daily. Lastly, indicate the number of times the e-mail should be repeated behind ‘Number of repeat’.
• Send to – If you want to receive a copy of the e-mail, check the option ‘Copy to sender’. You may want to send the e-mail to third parties as well, e.g. a community with alumni of your community. Fill in the relevant e-mail address(es) behind ‘To e-mail addresses’.
• Content – Type the content of the automated e-mail here.

Click on ‘Save’ to create the e-mail.

Editing an automated e-mail

Created automated e-mails are displayed in an overview. Click on the name of an e-mail to edit. For example, if you chose to keep the e-mail inactive when creating it and want to active it now, you can edit this field. Any changes can be confirmed by clicking on ‘Save’.

Deleting an automated e-mail

To delete an automated e-mail, click on  on the right side of the name of the e-mail in the overview. Click ‘Delete’ to confirm or ‘Back’ to cancel.