Communications Basics

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Contents

Create your Signature


Creating your signature will save time when sending email correspondence. You can design your signature with both text & graphics, and easily select it when sending email correspondence.

  1. Click Setup in the navigation panel
  2. In the Communications section, click Signatures
  3. Click the Add Button.
  4. Provide a Name for the signature. You can create multiple signatures, so you will wish to provide a name that allows you to differentiate between signatures.
  5. In the Signature HTML text box you can customize your signature by adding your organization name, an image, a link, etc. Common word processing icons make it easy to format your signature as you desire.
  6. When completed, click Done.

Show Me

Configure Communication Categories


Communication Categories provide a way for you to organize and filter email communications. Reports such as the Communication Report can be filtered by category to allow you to get a better understanding of the communications that are being sent.

  1. Click Setup in the navigation panel
  2. In the Communications section, click Communications Categories. A list of the current categories in the database will be displayed.
  3. Click the Add button to add a new category. The Add/Edit Communications Category dialog box will be displayed.
  4. Enter a Name for the category. This name will be displayed when you are selecting communication categories within the software so it should be descriptive and reflect the purpose of this category.
  5. N/A at this time
  6. Click Done to save the new category.

Sending an Email

Clicking directly on an email address will open a new email message in your email program (Outlook). This is fine, but the communication will NOT be recorded in the Communication tab of the receiver.

To send a message that WILL be recorded, initiate it through any of the built-in Send Email functions:

  • In the Quick Actions menu in the Header, QuickActionsButtontoEmail.jpg
  • In the Actions Ribbon when viewing a Contact Record, ActionsRibbontoSendEmail.jpg
  • On the Communication Tab of a Contact Record, SendEmailButton.jpg
  1. In the Send Email window that appears, fill in the relevant and appropriate fields:
    EmailMessage.jpg
    • From Required. This is a drop-down containing staff users
    • To Required. If you initiate the email from within a Contact Record, this will already be populated. You can add recipients by clicking in the Add To field and typing the name you want. The system will search on-the-fly and you can select the user when it appears in the list
    • Add Cc Begin typing in this field to select the user you want to Cc on the email.
    • Add Bcc Begin typing in this field to select the user you want to Cc on the email.
    • Subject Required.
    • Category Select a Category if desired. Refer to Communication Categories for details.
    • Template Select a Template if desired. Refer to Create and Manage Email Templates for details.
    • Drafts If you are continuing a draft, you can select it here
  2. Enter the text of the message. You have editing capabilities and are able to insert database fields if desired.
  3. Click Attach Files if necessary. See Sending an Attachment for best practice information.
  4. Enter the Project name in the Project field if appropriate (requires the Projects/Tasks module.) This will record the email in the Communication Tab of the selected Project.
  5. Enter a Date/Time in the Delay Delivery Until field if appropriate. This allows you to compose an email at your convenience but not have it sent until the day you select.
  6. If you need to finish the message later, click Save Draft
  7. If you are ready to send, click Send

The message will be recorded in the Contact's Communication Tab as well as the Communication Module

Sending an Email Attachment



It is best practice to include links to documents, rather than attach files. Attachments may cause emails to be blocked, and there may be maximum file sizes allowed by some email providers preventing your attachments from reaching the final destination. Your GrowthZone software includes a Cloud, to which you can easily upload documents and create sharing links to include in your email. See Working with Documents in the Cloud for further information.

Sending an Email to Multiple Recipients

You initiate an email to multiple recipients exactly the same way as for a single recipient. The only difference is how you select the recipients.

Manually Entering Multiple Recipients

  1. In the Add To field of the email message, type the name of the first recipient. The system will type ahead. Select the recipient when the name appears.
  2. Repeat until all recipients are added.

Selecting Multiple Recipients Based on Criteria

  1. Click on the Ellipse icon to the right of the Add To field, EllipseIcon.jpg
  2. From the Address Book that appears, select the group or groups you want to send to
    GZ Email Multiple.jpg
    • Different types of groups are present:
    • Group--a List or Committee you created
    • Category--based on Categories a contact is associated with
    • Membership Status--based on the Membership Status of the contact
    • Membership Type--based on the Membership Typeof the contact
    • You can scroll through the list or use the Search field at the top
  3. Click Done

Refer to Sending An Email for additional details.

Create and Manage Email Templates

Email templates provide an easy way to respond to standard email tasks. For example, you may wish to send a thank you email to all those who have attended an event. You can create (or customize a default) template that can be used consistently for all of your events. This will allow you to efficiently send emails, and increase productivity. Email templates may also include database fields.

There are a variety of default email templates populated in the database that you may us to meet your business needs. You may view the existing templates, edit copies of the existing templates, or create your own. To do any of these actions,

  1. Click Setup in the navigation panel
  2. In the Communications section, click Email Templates. A list of the default email templates will be displayed.
EmailTemplateList.png

View a Default Email Template

From the list of templates, (Setup > Communication > Email Templates),

  1. Click the name of the email template you wish to view or modify. The Edit Email Template dialog box will open. The following fields are displayed for your review:
    Name - The name of the template is displayed for selection when you are sending emails. Additionally, the name of an email may be used for filtering and reporting.
    Description - This field allows you to provide more details about this template. Visible internally only.
    Category-The category field allows you to associate this template to specific email categories, and may also be used for filtering. Internal only.
    Subject-The subject is the subject line of the email.
    Template Text-The template text is the body of the email.
    Make available to all users- when viewing a default template this checked box will indicate if the template is available to all users.
  2. Click the Done button when finished viewing

Edit a Default Email Template

From the list of templates, (Setup > Communication > Email Templates)

  1. Click the Edit icon (CopyTemplateIcon.png) to the far right of the template name
    NOTE: The system is actually making a copy for you to edit. Original templates themselves cannot be edited or deleted
  2. Make changes in the Edit Email Template window that appears. See View a Default Email Template above for description of available fields.
    EditEmailTemplate.png
    Name - If you do not change the name, the system will add the word "Copy" to the end of it.
    Description
    Category
    Subject Database fields (indicated by {{ }} ) cannot be added by the user to the subject line. If the subject line of the template you are editing contains a database field that you don't want, simply delete it (you cannot edit it).
    Template Text In the body of the email database fields are in double brackets and also highlighted in yellow. The field contents will not be highlighted in the sent message. Also, only make cosmetic or location changes to these fields (do not edit the names). See below for how to add fields to the template.
    From Email Address-select the staff address from the dropdown that will be used if the email is sent automatically
    Make available to all users- check this box if you want this template to be available. If unchecked the template will only be available to the person who created it
  3. Click Done

Adding Database Fields

  1. Put your cursor where you want the data base field
  2. Click on Insert Merge Field in the editing bar
  3. Scroll through the list of available fields (or use the Search feature at the top of the list)
    • Not every field in the database is available to merge
    • "Tenant" refers to your organization
  4. Click on the field you want to enter
  5. Click the Save & Close button
InsertMergeFields.png
NOTE: Event-related fields will only populate correctly if sent from within an event

Add a New Email Template

From the list of templates, (Setup > Communication > Email Templates)

  1. Click the Add button in the top right corner
  2. Configure the available fields: See View a Default Email Template above for description of available fields.
    Name
    Description
    Category
    Subject
    Template Text
    • Customize font and paragraphs using the standard word-processing icons such as bolding, italicizing, underlining, etc.
    • Insert hyper-links and images.
    • Select the Insert Merge Fields
    • Select a Signature
    From Email Address
    Make Available to Other Users
  3. Click Done.

Automated Messaging

Automatic messages may be configured to be sent in response to certain actions. For Example, an automated message may be sent to a new member when they have completed the Member Application Form, or, an automatic thank you message may be sent when someone registers for the event. Your database is pre-configured with automatic messages, which you may use "as-is" or customize to meet your needs.

The table below describes the automated messages available.

Event Default Template to Send Description
Auto Payment Receipt Auto Payment Receipt Sent when an automated payment has been applied to an invoice.
Certification Admin Review None This notification is sent so certification executives can do a final review and sign off prior to the cert going active. It will be sent when a certification status is set to Admin Review.
Certification Application Denied None This notification is sent when staff sets certification status to Denied.
Email Member Login Added Member or Representative On-line Access Added This notification is sent when an existing login is added to your database. See Add Staff Member with Access to Multiple Databases.
Email Member Login Info Member or Representative Online Access Send an email notifying a contact that they can create their log-in credentials.
Email Member Login Instruction New Member Access This email will be sent when you select to send log-in instructions to a contact. See Setting up Individual's Info Hub Access.
Event Approved Event approved by staff This notification will be sent to the contact who submitted an event, once staff has approved the event.
Event Reminder Event Reminder This notification will be sent, 48 hours prior to the event, to all event registrants. This notification will only be sent if Send Reminder Email to Registrants 48 hours Prior is enabled for the event. See Setup an Automatic Event Reminder for instructions.
Forum Comment Added None This notification will be sent, to those who have subscribed, when a new comment has been added to a forum, as staff who have subscribed to the notification. See Set Preferences for Forum Notifications.
Forum Topic Added None This notification will be sent, to those who have subscribed, when a new topic has been added to a forum, as staff who have subscribed to the notification. See Set Preferences for Forum Notifications.
Fundraising Donation Summary None
Fundraising Pledge Added None
Gateway Verified By Customer Service None
Growth Zone Pay Account Update Complete Growth Zone Pay Account Updated
Growth Zone Pay Account Updated Growth Zone Pay Account Updated
Growth Zone Pay Charge Dispute Growth Zone Pay Charge Dispute This notification is sent when a GrowthZone Pay charge is disputed, It will be sent to the staff member you have identified under the gateway setup Credit Card Account/Dispute Notifications Email.
Growth Zone Pay Charge Failed Growth Zone Pay Charge Failed This notification is sent when a GrowthZone Pay charge fails. It will be sent to the staff member you have identified under the gateway setup Credit Card Account/Dispute Notifications Email. See Configure Gateway Notifications for Disputes/Charge Failures.
Invoice Payment Received Member Invoice Payment Received This notification is sent to staff when an invoice is paid on-line.
Mail Chimp API Connection Failed None
Meeting Proposal All Responded None December 2018 - IN DEV
Meeting Proposal Final None December 2018 - IN DEV
Meeting Proposal Invite None December 2018 - IN DEV
Meeting Proposal Suggestion None December 2018 - IN DEV
Meeting Proposal Suggestion To Host None December 2018 - IN DEV
Meeting Proposal Update None December 2018 - IN DEV
Membership Has Expired None Applies to memberships configured for Renewal Notifications only. This email will be sent • the day after the end of the Grace Period (or the day after Expiration if no Grace Period days are defined).
Membership Is Expiring Membership Expires Soon Email Template Applies to memberships configured for Renewal Notifications only. This email notification is sent three days before the expiration date of the membership.
Membership Renewal Reminder Membership Renewal Reminder Email Template Applies to memberships configured for Renewal Notifications only. On the Renewal Notification Date the Membership Renewal Reminder Email will be sent. This notification is sent to Active and Courtesy members that will be billed an amount for their upcoming renewal.
Membership Renewal Thank You Membership Renewed - Thank You Template Applies to memberships configured for Renewal Notifications only. This notification is sent once the member chooses one of the renew options.
New First Time Tenant New Account Activation GrowthZone use only.
New Form Response None This notification is sent to the individual(s) identified to receive form Response Notifications for a form. See Create a Form.
New Imported Contacts New Contacts Created December 2018 - IN DEV
New Member Application Membership Application Confirmation Email This email is sent to an applicant after they have completed the membership application form.
New Representative New Contacts Created This email is sent to staff when new contacts are added by a member, via the Info Hub OR when a new contact is added from the back-office. The email is sent to those staff members subscribed to the New Person Added to an Existing Membership notifications. See Configure User Notifications for information on subscribing to notifications.
New Staff Added New Staff Added
New Staff Login New Staff Invite This email is sent to a staff member you have newly added to your system. Within the email will be a link for the staff member to setup credentials to the database. See Add Staff Member.
New Tenant New Account Activation GrowthZone use only.
New User Application New User Activation
Online Payment Receipt Online Payment Receipt This notification is sent to the contact when they pay an invoice on-line. A link to the paid invoice is included in the email.
Recurring Charge Failed Automatic Payment Failure This notification is sent to the contact when an automatic recurring charge fails. Within the email is a Please retry payment for the invoice link.
Registered Event Attendee Registered Event Attendee This email is sent to an event registrant after completion of event registration form.
Registered Event Exhibitor Registered Event Exhibitor This email is sent to an event exhibitor after completion of the exhibitor registration.
Renewal Emails Sent Renewal Emails Sent Applies to memberships configured for Renewal Notifications only. This email is sent to staff subscribed to the Renewal Emails Sent notification, when renewal emails are sent to members. See Configure User Notifications.
Request Magic Link None
Send Event Attendee Itinerary Event Session Itinerary Confirmation
Subscription Confirmation None December 2018 - UNDER REVIEW
Task Assigned Task Assigned This email is sent to the assignee, when a task has been assigned to them.
Tell a Friend None
Unregistered Event Attendee Unregistered Event Attendee This email is sent to an event registrant when his/her registration is cancelled.
Task Assigned Task Assigned This email is sent to the assignee, when a task has been assigned to them.
Web Content Approved None This notification email is sent after a staff member approves the user's web content. This notification will go to the user that submitted the content. See Approving Web Content Submissions.
Web Content Pre Expiration Notice Web Content Pre Expiration Notice This email is sent out, to the contact who submitted web content, three days prior to the expiration of the content. The email contains a link directing the contact to log-in, and extend dates if desired.
Web Content Publish Notice Web Content Published This email is sent out to those who have subscribed to web content notifications, when new web content is published.

Configure Automated Messaging

  1. Click Setup in the navigation panel
  2. In the Communications section, click Automated Messaging. A list of the available options for automated messages is displayed. See table below for further details.
    Auto Messaging.jpg
  3. You may change the default message sent for each of the available options.
  4. If changes are made, click the Save button to save your changes.

Smallest.png

NOTE: Refer to Create and Manage Email Templates for details on working with email templates.

Email Settings

Configure your Unsubscribe Message

  1. Select Setup in the Navigation Panel
  2. Click Email Settings in the Communications section.
    Unsub settings.jpg
  3. A default unsubscribe message is included in your database. You can customize this as needed.
  4. Click Done.

When the user clicks the link, they will be presented with the Email Subscriptions screen. See What happens when a group email recipient opts out for further information.

NOTE: This unsubscribe message is ONLY appended to group emails sent from lists/committees and should not be copied into individual emails.

If you wish to add the unsubscribe message to individual emails or emails sent to multiple members, include the Unsubscribe URL merge field in your signature or in text at the bottom of an email.

Unsubscibe URL.jpg

What happens when a group email recipient opts out

The unsubscribe message you have configured in your settings (See Configure your Unsubscribe Message) is appended to all emails sent to groups.

If the recipient wishes to unsubscribe, by clicking the link they are presented with the dialog box shown below:

GZ Unsubscribe CP.jpg

The recipient can make the following choices:

  • Continue Receiving Emails from {Your Organization Name}: Selecting this option does Not unsubscribe them from the group email list.
  • Unsubscribe me from {Group Name}: Selecting this option will mark the recipient as DO NOT CONTACT within the group. It will NOT remove the recipient from the group. An email will be sent to those staff members who have subscribed to the
  • Do not email me at this address: If this option is selected, the email used for sending the group email will be marked as do not contact. This will unsubscribe the member from ALL group communication. The recipient is NOT removed from the group.
  • Update my preferences: When this option is selected, the recipient will see a list of the groups that they are currently subscribed to.
GZ Update Preferences.jpg
The recipient may deselect the check-boxes for the groups they no longer wish to be subscribed to. The recipient will be marked as Do Not Contact within the group, but will NOT be removed from the group.

After making choice, click Submit. A confirmation of changes will be displayed.

Optout Success.jpg

Logging Messages sent via Outlook (or other email service)

In the Email Settings you will find and Archive Email Address. In order for your database to track emails that you have sent from Outlook (or other email service such as GMail), you will want to include this email address in the BCC line of the email. A copy of the email will then be sent to the archive address for evaluation. If the system can associate the contact to whom you sent the email to a contact in the database, your outlook email will be displayed on the communications tabs.

  1. Select Setup in the Navigation Panel
  2. Click Email Settings in the Communications section.
Archive Email.jpg

Viewing Un-Matched Outlook (or other email service) Emails

As described above, if the archive email address is included in the BCC line of emails sent via Outlook, a copy of the email will be sent to the archive address. If the database is able to associate the email to a contact in your system it will do so. Emails that could not be matched may be viewed under the Communications module:

  1. Click Communications in the Navigation Panel.
  2. On the Browse tab - click the Customize Results button.
    Commuication Filter.jpg
  3. Click the Has An Unmatched Email address checkbox.
  4. Click Done.

The list of emails will now filtered to those with an unmatched emails.

Setting up Sender Policy Framework (SPF) Records

An SPF record is a type of Domain Name Service (DNS) record that identifies which mail servers are permitted to send email on behalf of your domain. The purpose of the SPF record is to prevent spammers from sending messages with forged From addresses at your domain.

Domain Name Servers (DNS) are the internet's equivalent of a phone book. They maintain a directory of domain names and translate them to the Internet Protocol (IP) addresses. By default, the system will send emails on behalf of the selected "from" address. In order for GrowthZone to send directly on your behalf without the risk of "sent on behalf" messages in the from line, the following needs to be setup in their DNS.

Below are the steps to set-up the SPF record. There is action required within the DNS itself. The second action is within GrowthZone setup. Upon initial setup of your database, GrowthZone will assist you.

Step 1

For each of the record names below, replace your domain.com with the the domain that is after the @ sign in your email.

Record Name Type Data
_dmarc.yourdomain.com TXT v=DMARC1; p=none; sp=none
_dmarc.yourdomain.com CNAME clientemailtracking1.growthzoneapp.com
mmptrack2.yourdomain.com CNAME clientemailtracking2.growthzoneapp.com
mmpspf.yourdomain.com CNAME clientemailsubspf.growthzoneapp.com
s1._domainkey.yourdomain.com CNAME clientemaildkim1.growthzoneapp.com
s2._domainkey.yourdomain.com CNAME E clientemaildkim2.growthzoneapp.com
s3._domainkey.yourdomain.com CNAME clientemaildkim3.growthzoneapp.com
s4._domainkey.yourdomain.com CNAME clientemaildkim4.growthzoneapp.com
@ TXT v=spf1 include:clientemailspf.growthzoneapp.com ~all
NOTE: If there is an existing SPF record do not add another; simply add include:clientemailspf.memberzone.org to the record right after the v=spf1. Make sure there is a space before and after it.

Step 2

After the DNS records have been updated, go to Setup>Communication>Email Settings. Ensure that both Use System Email Settings and Is DNS Setup are checked.

Using the Outlook Add-on

The Outlook Add-on provides the ability to attach e-mails, sent via Outlook, to a contact's general communication tab and/or to a project.

Installing the Outlook Add-on

Download the Outlook Add-On to start tagging incoming or sent emails:

  1. Click Setup.
  2. Click Outlook Add-on in the Software Add-Ons section. NOTE: The Outlook Add-on must be installed on all pc's, laptops, etc. that will require its use.
    Run File.jpg
  3. Run the Windows Installer Package as directed.
    Once you have completed the installation of the Outlook Add-on, open your Outlook program. In the menu bar, you will be able to see a GrowthZone option.
    GZ for Add-on.jpg
  4. Click the GrowthZone link.
    GZ Link.jpg
  5. Click Settings.
    Settings for Outlook Add-on.jpg
  6. Click Connection.
  7. Enter or confirm your GrowthZone user name and password.
  8. Click Connect.
  9. Click Save.
NOTE: Connection settings will be saved for all future use and you will not need to re-enter your credentials.

Attaching emails to contacts/projects

The this functionality will allow you to attach the communication to the original recipient(s) and sender. Additionally, you can select contacts from your database (or create new contacts) who may not have been initial recipient(s)/sender of the email. You can also attach the communication to your existing projects, or create a new project to which the communication can be associated.

  1. In Outlook, open the email that you wish to attach to a contact/project.
    Attach icon.jpg
  2. Click the Attach icon located on far right in the menu bar.
    Attachnmet.jpg
  3. In the Contact(s) section, a list of the to/from contacts of the email will be listed. To attach the initial recipient(s)/sender of the email:
    • By default all contacts are selected, which would result in the communication being attached to all. You can deselect any of the to/from contacts if you do not wish to attach to their communication log.
    • If the email address is associated to a Contact in your database, the name of the contact will be displayed in the last column.
    In the example below, the system was able to match the first email to a contact, but not to the others.
    Attach contacts.jpg
    • If there are multiple contacts associated to the same email address, --select Contact-- will be displayed. Double-click on --select Contact-- to select the appropriate contact name. In the example below, multiple contacts were associated to the email address.
    Select from list.jpg
    • If there are no matching contacts in the database, no selections will be available when clicking --select Contact--. If you wish to add the contact to your database, click the Add button adjacent to the appropriate row. The Add Contact dialog box will be displayed. Enter contact information, and click Save.
    Add attach contact.jpg
  4. Attaching the communication to other contacts (not the original recipient(s)/sender of the email: Begin typing the name of the contact in the Additional Contacts text box. A list of contacts matching your text will be displayed. Select the desired contact and click the Add to List button.
    Additional Contact.jpg
    • If no match is found in your database to the information you have typed in the Additional Contacts text box, you may add a new contact to the database by clicking the Create New Contact button.
  5. Select a communication Category. This is optional, but allows you to classify your communications for ease in filtering and reporting.
  6. Attaching the communication to a Project: If you are using the GrowthZone Projects module, you can also attach communications to projects. Begin typing the name of the project in the Projects text box. A list of projects matching your text will display. Select the desired project. If the project to which you wish to attach the communication does not exist, you can add a new project by clicking the Add button.
  7. Click Attach.

Working with Lists/Committees

Sending communication via email and letters may be simplified by creating lists/committees. Additionally, you can allow your members to automatically join the lists/committees that they wish to participate in.

NOTE: You can create new lists, or add contacts to lists from reports.

Add a New Email List

  1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display. On installation of the software, common lists have been populated, such as Current Staff, Ambassadors, etc. You may use these lists as configured, or customize them to meet your needs.
  2. Click the Add Email List button.
    Add Edit Email List.jpg
  3. Configure the following on the Add/Edit Email List screen:
    • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
    • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
    • Established On - If you wish to track when this group list was started, enter an established on date.
    • Description - Provide a description of the list (Optional).
    • Display Options:
      • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
      • Public Can Join - Select this check-box to allow the public to join this list. If selected, the list may be displayed on your web-site.
      • Users Can Join - Select this option to allow your member users to join this list. If selected, the list may be displayed on your web-site.
      • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution.
  4. Click Done.

Add a New Committee

  1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display. On installation of the software, common lists have been populated, such as Current Staff, Ambassadors, etc. You may use these lists as configured, or customize them to meet your needs.
  2. Click the drop-down arrow on the Add Email List button, and select Add Committee.
    Add Edit Committee.jpg
  3. Configure the following on the Add/Edit Committee screen:
    • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
    • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
    • Established On - If you wish to track when this group list was started, enter an established on date.
    • Description - Provide a description of the list (Optional).
    • Sponsor - Enter the name of the committee sponsor (Optional).
    • Meeting Time Description - Enter information about the meeting times for this committee.
    Default Term (Months) - Enter the default term length that members may sit on this committee (Optional).
    • Display Options:
      • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
      • Public Allowed to View List - If this option is selected, you may include this list as a page on your web-site.
      • Public Can Join - Select this check-box to allow the public to join this list. If selected, the list may be displayed on your web-site.
      • Users Can Join - Select this option to allow your member users to join this list. If selected, the list may be displayed on your web-site.
      • Users Can Contact - Select this option if you wish to allow all users to contact members of this committee.
      • Only Contacts on List can view other Contacts - Select this option if you wish to limit who can view contacts on the list to only other contacts on the list.
      • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution.
    • Disallow Opt Out - Select this option if you do not wish members on the list to be able to opt out from the list.
  4. Click Done.

Managing Lists/Committees

  1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display.
  2. Click the hyper-link for the list/committee you wish to work with. The List/Committee screen provides four tabs to manage the list/committee: General, Contacts, Communications, Events, and Files.

Update List/Committee General Settings

The General tab allows you to update the settings you configured when the list/committee was first created.

General Tab.jpg

You can view and/or change the following settings on the General tab:

  • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
  • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
  • Established On - If you wish to track when this group list was started, enter an established on date.
  • Description - Provide a description of the list (Optional).
  • Sponsor - Enter the name of the committee sponsor (Optional).
  • Meeting Time Description - Enter information about the meeting times for this committee.
  • Default Term (Months) - Enter the default term length that members may sit on this committee (Optional).
  • Display Options:
  • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
  • Public Can Join - Select this check-box to allow the public to join this list. If selected, the list may be displayed on your web-site.
  • Users Can Join - Select this option to allow your member users to join this list. If selected, the list may be displayed on your web-site.
  • Users Can Contact - Select this option if you wish to allow all users to contact members of this committee.
  • Only Contacts on List can view other Contacts - Select this option if you wish to limit who can view contacts on the list to only other contacts on the list.
  • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution. NOTE: If the group is set to allow opt-outs, the Synchronize Contacts with authorized third party newsletter solution option will be grayed out. Groups that are set to disallow opt out may not be synchronized to a third party solution.
  • Disallow Opt Out - Select this option if you do not wish members on the list to be able to opt out from the list. See What happens when a group email recipient opts out for further information on opt-outs. NOTE: If the group is set to synchronize to a third party news letter, the disallow opt out option will be grayed out. Groups that are set to disallow opt out may not be synchronized to a third party solution.

Click the Save button if you have made changes.

View and/or Edit Contacts on a List/Committee


You may view and/or add contacts to a List/Committee on the Contacts tab. NOTE: You can also add individual members to list/committees from their contact page.

Contacts.jpg
  1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
  2. Click the hyper-link for the list you want to view.
  3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed. NOTE: The Include Public Subscriptions filter is applied, by default, to the list of contacts. To clear this filter, click the customize results button and un-check Include Public Subscriptions.
  4. Click the pencil icon in the actions column to edit details of a contact.
    Edit List Individual1.jpg
  5. Update the desired fields:
    • You may drop a contact from this list by entering a Drop Date.
    • You may deactivate this contact from the list by deselecting the Active button. This will remove the contact from the list.
    • You may keep the contact in the list, but prevent emails from being sent to the contact by clicking the Do Not Contact check-box.
  6. Click Done.

View Historical Contacts for a List/Committee

  1. Click the Customize Results button.
    View Historical CP.jpg
  2. Click the Include Historical Contacts check-box.
  3. Click Done. The contacts list will refresh and display historical information.

Add Individual Contact(s) to a List/Committee

  1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
  2. Click the hyper-link for the list you want to view.
  3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed.
  4. Click the Add Contact button.
    Add to List.jpg
  5. Configure the following fields:
    • Name - Enter the name of the contact. If the contact exists in your database, as you type ahead contacts that match will be displayed.
    • Role - This is an optional field where you can assign a role to this contact.
    • Email Address - Select the contacts email address. If an address has not been configured you will need to go to the individual contact page to enter it.
    • Join Date - The join date will default to the current date. You may change this if necessary.
  6. Active - Select this check-box.
    Do Not Contact - if the members wishes to be on the list/committee but does not want to be contacted, click this check-box.
  7. Click Done.
NOTE: Contacts may be added to or removed from list/committees on their individual contact page.

Add Contact(s) to List/Committee using a File

If you have an existing spreadsheet of individuals that you wish to add to your lists/committees, this can be easily imported.

  1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
  2. Click the hyper-link for the list you want to view.
  3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed.
  4. Click the arrow on the Add Contact button.
  5. Click Import Contacts (CSV).
    Import Contacts.jpg
  6. Click choose file and navigate to the desired file.
  7. Click the file.
  8. Click Open.
    NOTE: File format is displayed below. The file must include headers and email is required.
    Upload to Group.jpg
    If an error occurs in importing the file, the error will be displayed in the Import Contacts dialog box. Fix errors and re-import the file.
    Import error.jpg
  9. If no errors occur, click Done. The contacts will be added to the list.

Create Mailing Labels for Lists/Committees

From the Lists/Committees Module you can create mailing labels from the Contacts tab.

  1. In the Lists/Committees module, click the hyper-link for the list/committee for which you want to create mailing labels.
  2. Click the Contacts tab.
  3. Click the down arrow on the Add Contacts button.
    Mailing Labels.jpg
  4. Click Mailing Labels.
    Mail Labels.jpg
  5. Select the Label Format from the list. Standard Avery label formats are available.
  6. Select the Mailing Sort Order.
  7. Select the font you want to use from the Font Family list. Standard fonts are available.
  8. Select the font size you wish to use from the Font Size list.
  9. Select the Endorsement you wish to use. This allows you to define what you wish the postal service to do in the event mail is undeliverable, etc.
  10. Include Business Name on mailing labels addressed to Individuals - Select this check-box if you want to include the business name on the labels, when addressed to an individual.
  11. Include Primary Rep Name on mailing labels addressed to Businesses - Select this check-box if you want to include the Primary Rep name on the labels, when addressed to a business.
  12. Position the Primary Rep Name above the Business Name on mailing labels with both values - Select this to place the Primary Rep name above the business name.
  13. Include or current resident below addressee name on mailing labels - Select this option if you wish the labels to include "Or Current Resident".
  14. File Format - Select the file format you wish to use.
  15. Click Done to print your mailing label template.

Contacts List/Committee Report

The Contact List/Committee Report may be used to generate a report of all of your lists/committees and the individuals associated to those lists/committees. The report may be filtered by an individual contact if you wish to see all group membership for an individual and/or by a specified date range.

  1. Click Reports in the Navigation Panel
  2. Select Contact List/Committee Report.
  3. Select your search filtering criteria.
  4. Click Run Report.
Contact Lists Committees Report.jpg

You can perform the following actions with the report by clicking the down arrow on the Run Report button:

  • Export as PDF
  • Export as Excel.
  • Export Summary as PDF
  • Export Summary as Excel
  • Email Report
  • Add to List - This option will allow you to add the members to an existing list, or create a new list (by clicking the + button on the Add Contacts to List screen). This can help you in sending emails to this group as necessary.
Add Contracts to List.jpg
  • Save as New Report - If you want to use this report with the same filtering options in the future, you can save the report.
Save Report View.jpg
NOTE: To make this report available to all users, do not select the Hide This Report From Other Users check-box. If selected, the report will only be available to you.
  • Add as a Favorite Report - you may save the report as a favorite, then easily identify it when filtering reports in the Reports module.

Communications Module

Review All Communications

You may review and manage all communications in the Communications module. (Select Communications in the Navigation Panel). On the Communications module Browse tab, you will be able to review ALL communications. This list includes emails, notes and logged phone calls. You may easily search the list, or filter/customize the result using the options on the top of the screen.

Communication Module.jpg
NOTE: You can review communications to individual contacts on the contact's communication tab.

View Email Delivery Statistics

The Communication Delivery Stats will help you understand the effectiveness of your communications. This will allow you to gauge the success by looking at open rates, and allows you to check to see whether an individual recipient received/opened the message. This allows you to see who did not receive the communication based on a delivery failure so that you can determine possible list/contact cleanup then redistribute.

You can view whether recipients have opened an email by clicking the thumb Communication Delivery Stats icon.

Comm Delivery Stats.jpg

The Communications Delivery Stats screen will display the number of recipients of an email, as well as the number of individuals who opened the email. You will be able to see which recipient opened the email in the Open Events section. Click on the Failed/Invalid Emails Report link to view a report of failed emails. See Failed/Invalid Email Report for further details.

Send Newsletters

On the Communications module Newsletters tab, you can be easily created and send newsletters. Default Newsletter templates have been setup in your system that may be used as designed or you may customize them to meet your needs. Refer to Create and Manage Email Templates to view the default templates.

You can send the newsletter to individual contacts and/or a list/committee by entering the contact name in the To box.

Newsletter.jpg

The content of the Newsletter can be edited, by clicking into the different sections of the letter and using the style editor functions to format text, add links, images and so on.

Newsletter2.jpg
NOTE: Only the default templates we have provided in the software may be edited. If you have created your own newsletter templates, you will not be able to edit these in the Communications Newsletter module.

Click the Send Preview button to send the newsletter to yourself or others for review prior to sending the newsletter out.

Preview Newsletter.jpg

View Email Drafts

When you have created and email and clicked Save Draft, you can view the drafts on the Email Drafts tab of the Communications module.


Email Drafts.jpg


You can edit or delete the Email Draft on the Email Drafts tab. Additionally, but clicking the subject of an email, the Send Email screen will be displayed, and you can send the email.

NOTE: All emails that you have started but not sent (cancelled), will be saved as draft.

Sending Your Draft Emails

If you wish to send a draft email, you can select it from the Drafts list on any Send Email screen.

Draft.jpg

NOTE: Once a draft email is sent, it is no longer listed on the Email Drafts page, nor will it be visible in the drafts drop-down list when sending emails. It is not a template.

View/Edit/Delete Scheduled Emails

On the Communications module Scheduled Emails tab, you can be view, edit and delete scheduled emails.

Scheduled Emails.jpg

Click the Edit Email Edit Email.jpg icon to view and edit the scheduled email. Click the Delete Delete Scheduled Email.jpg icon to view and edit the scheduled email.

Communication Reporting

Communication Report

The Communication Report allows you to generate a list of all communications (regardless of type). The report may be filtered to a specific From Contact, specific type of communication, communication category, assigned to, date range, category, or your own custom filters.

  1. Click Reports in the Navigation Panel
  2. Select Communication Report.
    Comm Report Criteria.jpg
  3. Select your search filtering criteria.
  4. Optional - Enter a Search/Filter query. For example, if you want to filter the report results to just a specific business category you would select Business Category as filtering criteria.
  5. Select Display Options. They system is setup with default fields to display in your report. You may add or remove fields by clicking on the Fields to Display drop-down arrow.
  6. Select Summarize by criteria. This optional field allows you to select how you wish report results grouped. For example, you may choose to group results by type of communication.
  7. Click Run Report.
Comm Reports Results.jpg

You can perform the following actions with the report by clicking the down arrow on the Run Report button:

  • Export as PDF
  • Export as Excel.
  • Export Summary as PDF
  • Export Summary as Excel
  • Email Report
  • Add to List - This option will allow you to add the members to an existing list, or create a new list (by clicking the + button on the Add Contacts to list screen). This can help you in sending emails to this group as necessary.
Add Contracts to List.jpg
  • Save as New Report - If you want to use this report with the same filtering options in the future, you can save the report.
Save Report View.jpg
NOTE: To make this report available to all users, do not select the Hide This Report From Other Users check-box. If selected, the report will only be available to you.
  • Add as a Favorite Report - you may save the report as a favorite, then easily identify it when filtering reports in the Reports module.

Failed/Invalid Email Report

The Failed/Invalid Email Report generates a list of all emails that have failed in a specific date range. This report may be useful in identifying emails that have not successfully reached the recipient (and the reason), as well as provide information for cleaning up your emails within the database.

  1. Click Reports in the Navigation Panel
  2. Select Failed/Invalid Email Report.
    Failed Criteria.jpg
  3. Select your search filtering criteria.
  4. Optional - Enter a Search/Filter query. For example, if you wish to view failed emails that contained the word invoice in the subject line, you would select Communication Subject Contains Invoice.
    Subject.jpg
  5. Select Display Options. They system is setup with default fields to display in your report. You may add or remove fields by clicking on the Fields to Display drop-down arrow.
  6. Select Summarize by criteria. This optional field allows you to select how you wish report results grouped. For example, you may choose to group results by communication subject.
  7. Click Run Report.
Failed Results.jpg

From the report, you can click on the invalid email address to navigate to the location in the software where the email address is used. This allow you to easily update the email address.

You can perform the following actions with the report by clicking the down arrow on the Run Report button:

  • Export as PDF
  • Export as Excel.
  • Export Summary as PDF
  • Export Summary as Excel
  • Email Report
  • Add to List - This option will allow you to add the members to an existing list, or create a new list (by clicking the + button on the Add Contacts to list screen). This can help you in sending emails to this group as necessary.
Add Contracts to List.jpg
  • Save as New Report - If you want to use this report with the same filtering options in the future, you can save the report.
Save Report View.jpg
NOTE: To make this report available to all users, do not select the Hide This Report From Other Users check-box. If selected, the report will only be available to you.
  • Add as a Favorite Report - you may save the report as a favorite, then easily identify it when filtering reports in the Reports module. NOTE: This option will not be available if the report has already been saved as a favorite.

Unsubscribed Contacts Report

The Unsubscribed Contacts Report provides a list of contacts who have unsubscribed from emails. The report can be filtered to all contacts, or a specific contact, specific list/committee, date range or custom filter criteria.

  1. Click Reports in the Navigation Panel
  2. Select Unsubscribed Contacts Report.
    Unsubscribe criteria.jpg
  3. Select your search filtering criteria. For example, you may wish to search for unsubscribed contact that are members of a specific list/committee.
  4. Optional - Enter a Search/Filter query.
  5. Select Display Options. They system is setup with default fields to display in your report. You may add or remove fields by clicking on the Fields to Display drop-down arrow.
  6. Select Summarize by criteria. This optional field allows you to select how you wish report results grouped. For example, you may choose to group results by committees.
  7. Click Run Report.
Unsubscribe results.jpg

You can perform the following actions with the report by clicking the down arrow on the Run Report button:

  • Export as PDF
  • Export as Excel.
  • Export Summary as PDF
  • Export Summary as Excel
  • Email Report
  • Add to List - This option will allow you to add the members to an existing list, or create a new list (by clicking the + button on the Add Contacts to list screen). This can help you in sending emails to this group as necessary.
Add Contracts to List.jpg
  • Save as New Report - If you want to use this report with the same filtering options in the future, you can save the report.
Save Report View.jpg
NOTE: To make this report available to all users, do not select the Hide This Report From Other Users check-box. If selected, the report will only be available to you.
  • Add as a Favorite Report - you may save the report as a favorite, then easily identify it when filtering reports in the Reports module. NOTE: This option will not be available if the report has already been saved as a favorite.

Communications FAQs

How do I add a signature to an email?

On any Send Email page select your signature from the Signature drop down list.

Show Me

How can I create an email list from a Report

  1. After generating your report, click the drop-down arrow on the Run Report button.
    Run Report.jpg
  2. Click Add to List
    Add Contacts to List.jpg
  3. If the group to which you want to add the list exists, select it from the Group drop-down list, or click the + icon to add a new group.
    Add Edit List.jpg
  4. Enter a Name for the new group.
  5. Choose a Category for the new group.
  6. Complete the optional fields as necessary. Refer to Lists/Committees for details on these settings.
  7. Click Done.
NOTE: If the contacts in the report already exist in the group, they will not be duplicated.

Show Me!

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