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How to Send Emails from Manage Applications
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This article will discuss the process of sending emails through the Manage Applications section of the program. Through Manage Applications, you can email any applicant who has started or completed an application for that program.

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Manage Applications Email - Overview

Use this to send manually emails to your applicants based on their applications. For example, if you are filtering for Awarded applications to send an email to each application that has been awarded if one of your applicants has two or more applications that meet the filter criteria, they will receive a separate email for every application.

Additionally, the Manage Applications Email section allows you to include Piping Variables specific to the application. For example, a response to a specific question or the date the application was created. The Manage Users email is not able to do this as the email is unable to pull application-specific information from the user.

 

How to Send an Email from Manage Applications

To email applicants through Manage Applications:

  1. Go to the Manage Applications section.
  2. Select the applications whose applicants you want to email. You can use the Search by or Filters to pull up a list of specific applications.
  3. Click the Email icon.
  4. Choose to Compose a New Email or Send an Email using a Template

Compose a New Email

To compose the email:

  1. Select the From Address that the email will be sent from. These emails can be modified within the Emails section of the site.
  2. Enter the subject line of your email. 
  3. Optional: Include any files up to 5MB by clicking Add attachment and select the file you want to attach from your computer.
  4. Enter your content and format the message as needed.
  5. Optional: Add Piping Variables to your emails in order to personalize the emails you are sending to the recipients.
  6. Review your recipients. By default the user(s) you selected are added as recipients on the email. If you wish to add additional recipients enter Add Extra Recipients who were not included in the original recipients list. This is not considered a CC and you will not be able to add a CC to this email.
  7. Choose to send your email immediately, or schedule it for a later date and time. Please see How to Manage Scheduled Emails for more information.
  8. Optional: Save your email as a template by clicking the Save as template button above the email editor.
  9. Optional: Preview the email
  10. Click to Send Now or Schedule Email depending on the option you chose in step 7.

Send an Email from a Template

To compose the email:

  1. Select the From Address that the email will be sent from. These emails can be modified within the Emails section of the site.
  2. Enter the subject line of your email. 
  3. Optional: Include any files up to 5MB by clicking Add attachment and select the file you want to attach from your computer.
  4. Click the Email Templates button at the bottom of the page
  5. Select the template you wish to use.
  6. Optional: Add/edit Piping Variables in your template in order to personalize the emails you are sending to the recipients.
  7. Review your recipients. By default the user(s) you selected are added as recipients on the email. If you wish to add additional recipients enter Add Extra Recipients who were not included in the original recipients list. This is not considered a CC and you will not be able to add a CC to this email.
  8. Choose to send your email immediately, or schedule it for a later date and time. Please see How to Manage Scheduled Emails for more information.
  9. Optional: Save your email as a template by clicking the Save as template button above the email editor.
  10. Optional: Preview the email
  11. Click to Send Now or Schedule Email depending on the option you chose in step 8.

 

Preview Your Email

After you have composed your email, you can select Preview Email to view your email as it will appear to the recipient(s). You can also click Send Test to send yourself an email to see how the email formatting looks in your email program. For the Preview Email, if you have Piping Variables the Preview will choose one of the users from your recipient list to preview and you will be able to see the piped in information in the email if it is applicable to that user.

NOTE: The Send a Test Email feature will NOT send attachments or include Piping Variables. It is simply meant for testing the format and deliverability of emails and will not include application sourced values. For more information, refer to How to Test your SM Apply Site - Testing Emails

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