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Last Updated: 3/8/15

Automated Email

Elexio Database offers you the ability to batch send mass emails on a regular basis. These can include attached files or reports. Automated email is managed under the Administration tab, in the Automated Email section. 

(Before you create new automated emails, we recommend you review the automated emails that come set up in Elexio Database by default. See Pre-Created Auto Emails). 

Creating a new Automated Email: 

Click on Common Tasks and select Add a New Email. (Similarly, to delete an Automated Email, click on Common Tasks and select Delete This  Email).

Email List Name:  Give your email a name that makes sense to you. You’ll want to establish a consistent naming standard so that the email is easier to sort and find the email to view. 

Send To:  There are several different types of automated email lists.  Select the type first, and then the List/Group field will be populated with the specific items of that type.

  1. Class – This includes all potential and active classes.

  2. Custom Search - This includes both pre-programmed and user created custom searches.

  3. Email Addresses Manually Typed – When selected, a text area will appear where you can input email addresses manually. Each email should be on a separate line. See the pre-created Weekly Vitals email list for a sample of this type.

  4. Follow Up Coordinator's Reports - Ministry Team follow up coordinators, identified by their Involvement Level, receive a list of those people who are "interested" in their Ministry Team.

  5. Follow up for Tasks - This list includes anyone that has active follow up tasks assigned to them. Each recipient sees their own tasks and not tasks assigned to others. Tasks are assigned on the People/Personal screen as Follow Up Requests

  6. Mailing Lists - User Created  - This includes all created mailing lists.

  7. Ministry Team – This is a list of all potential and active ministries.

  8. Small Group – This is a list of all potential and active small groups.

  9. Small Groups Leader's Follow Up Reports - This is a list of people who have indicated an interest in serving in each particular small group.  Specifically, this list is used to notify small group leaders that someone has signed up for their small group and they need to be contacted.  A report listing information about the person who signed up is attached to the email message.

  10. Status – This is a list of all the statuses such as 1st Timers, 2nd Timers, etc.

List/Group:  If applicable, select the specific item based on the type of list chosen above.

Processing Date: The Processing Date refers to the date a person has been given a certain status or had other information recorded about them. For example, select Last Sunday for an automated email to be sent to everyone marked as a first time attender as of the past Sunday. Conversely, using this same example, if All Dates is selected, everyone who has the status of "Attended 1 time" will receive the mailing - probably not what you want. 

Frequency: This is used to only to remind you how often to send the mass emails. Again, someone from your organization must regularly run the automated processes you set up under the Automation tab in Database. 

Attach a File:  Files can be attached to the automated email. Click on thebutton to select the files to attach.

Attach a Report:  Reports can be generated and sent as attachments to automated email messages.  Usually Rich Text Format translates the best.  For an example of how this can work, look at the list called "Small Groups - People Interested in Joining".

To Browse to select a report to attach, click on the button to the right of the Attachments/Report field. Chose your report from the list that appears.  Next, you will see Report Selection with Option tabs. Use these screens to define what information you want included in the report that will be attached to the Automated Email.

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