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’.
    • Under “Condition,” you have several options depending on the presence of certain modules:
      • By default, the options “Profile updated” and “Added to folder/group” are available;
      • If the Career module is present, the options “That a company has created a career position” and “That a person should receive a career notification” are available;
      • If the Accreditation module is present, the options ‘Accreditation obtained’, ‘Accreditation definitively not obtained’, ‘Accreditation maximum set for this year’, ‘Accreditation not obtained, grace period entered’, and ‘New accreditation progress created’ are available;
      • If the Qualification module is present, the option ‘Qualification created by the user’ is available.
    • 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.