Send a Group Email

Group Email sends a message to multiple people associated with a record across all levels of the UTA/module. Group Email can include variables that insert information relevant to the recipient, organization, or UTA/module level into each message, such as the recipient's first name. An administrator must enable Group Email for the appropriate roles before users can send messages.

Who: Managers and end users sending emails to contacts associated with records.

When to Use Group Email

Use Group Email when:

• Sending the same message to several contacts linked to a record.
• Sending a reminder to the owners of a record in a particular status, such as draft.
• Including the record or recipient details through variables in a message.
• Sending the same email to contacts in a specific role across multiple records.

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Enable Group Email

Enable Group Email for the roles that need it before use. Administrators can enable Group Email for the UTA/module, Organizations, or Users.

Enable Group Email for a UTA/Module

To enable Group Email for a Level 1, Level 2, or Level 3 UTA/module:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear, and then click the Security tab.
3. Locate the Security Settings section and click Feature and Function Permissions.
4. Click the Level 1, Level 2, or Level 3 tab.
5. Locate the Enable Group Email section, click the Role field, and then select the applicable roles.
6. Enter Logic if you are not using Roles. See Variable and Field List Reference for guidance.
7. Click Save.

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Enable Group Email for Organizations and Users

To enable Group Email for Organizations and Users:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
2. Locate the Business Security section and click System Visibility Permissions.
3. Click the Miscellaneous tab.
4. Locate the Enable Contact Group Email or Enable Organization Group Email section, click the Role field, and then select the applicable roles.
5. Enter Logic if you are not using Roles. See Variable and Field List Reference for guidance.
6. Click Save.

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Send a Group Email to Contacts Within a Record

To send a group email to contacts associated with a Level 1 record from that record:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the applicable record to open it.
3. Click Contacts in the left navigation.
4. Check the box next to one or more contacts to email.
5. Click Group Email.
   • A modal window opens.
6. Review the list of contacts to be emailed, and then click Next.
7. Select a Template from the drop-down menu.
8. Click the CC Email Address and BCC Email Address fields and add the applicable email address if needed.
9. Click the Subject field and enter the applicable information.
10. Locate the Save as Event field and check the box to save the email as an activity.
    •  When Save as Event is checked, the system records the email against the record if the UTA/module has an Email activity configured. If no Email activity is configured, the system saves the email against the contact profile of each recipient.
11. Locate the Attachments and Smart Folder Attachments fields and click the Lookup [binoculars] icon to add attachments as needed.
12. Click Preview to review the message.
    • Click Back to edit the email.
    • Click Send if the email appears as wanted.
13. Confirm the success notification, and then close the modal window.

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Send a Group Email From a List View

To send an email to contacts in a specific role associated with a UTA/module Level 1, Level 2, or Level 3 record from a list view:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Select the relevant list view from the list view drop-down menu.
   • Use the search panel to refine the list of records.
3. Check the box next to the relevant records.
4. Click the Group Email [envelope] icon in the Action Bar.
5. Check the box next to each relevant role, and then click Next.
   • If the number of selected users is zero, no one receives an email.
6. Select a Template from the drop-down menu.
7. Click the CC Email Address and BCC Email Address fields and add the applicable email address if needed.
8. Click the Subject field and enter the applicable information.
9. Locate the Save as Event field and check the box to save the email as an activity.
   •  When Save as Event is checked, the system records the email against the record if the UTA/module has an Email activity configured. If no Email activity is configured, the system saves the email against the contact profile of each recipient.
10. Locate the Attachments and Smart Folder Attachments fields and click the Lookup [binoculars] icon to add attachments as needed.
11. Click Preview to review the message.
    • Click Back to edit the email.
    • Click Send if the email appears as wanted.
12. Confirm the success notification, and then close the modal window.

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