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Last Updated: 4/22/15

Communication: Admin First Steps

Email Design

Mass Emails use design templates to control the appearance of the message. To change the appearance of a message, choose Select Design to pick from one of the pre-loaded designs, or Manage Designs to add new designs or modify existing ones.

Email Content

Email Content is the whole email (design and text). In the Email Content area, you can easily save emails and load them again later. This is helpful when you want to send the same kind of email multiple times. You load a previously composed email, make a few changes, and send it again.

You can choose to make the content your default content (what will appear when you first enter the Communication screen) and/or to share it with all users.

Mail Merge Fields

When composing your email, you can easily add mail merge fields with the Insert Field button. Choose from the drop down menu of name and contact fields.

Security Settings

As an administrator, we've given you the ability to restrict the number of emails that may be sent by other Database users based on role.

Under Daily Email Limit in the Communications security settings, a user may be given the ability to send an unlimited amount of emails in a day, a specific number of emails, or no emails at all. This is the number of individual messages that are sent, not the number of email campaigns that may be run.

For example, if the administrative assistant wants to run two mass emails to everyone in a 500-person church (2 messages x 500 people  = 1000 messages), but does not have authorization to send out that many messages (limited to 500 messages per day), she can only send one mass email that day and will have to wait until the next day to send another. Limiting this number is useful to prevent accidentally spamming the congregation.

This number can be easily changed by an administrator. Just increase the number listed in the security options for the role.

"From" option changes ("on behalf of")

If their role permits them, some users can send emails on behalf of others. Example: If an administrative assistant would like to send an email on behalf of the pastor, the assistant can change the From address to the Pastor's address and send the emails. She just needs to click the From button, add the desired name and email address, and click OK. When recipients view the email, it will say that it has been sent on behalf of Pastor John (see example below).

At any time, the Pastor is able to log into Database and see all the emails that the administrative assistant or anyone else sent on his behalf, as well as all the emails he sent himself.

If a user's role does not have the appropriate authorizations, they will not be able to change the sender information in the From area.

Please note that certain email clients will not display "on behalf of" and will only display the email address that was chosen to send the message.

Please also note that the "From" address may display unusually for recipients using Microsoft Outlook.There may be other mail services that are affected, but at this time we are not aware of them. 

The Default email in the "From" field comes from the Login email to Database, not the mail options.

Access to email log

When accessing Sent Items, users can see what was sent by them (as themselves or on behalf of others) and what was sent on their behalf by others. By default, an administrator can see all messages that have been sent by all users. You can control whether a user can View All Emails by adjusting that security setting.

The Sent Items tab shows a lot of helpful information about your email including Read statistics. You have the option to view First Read and Last Read stats for your messages right on the Communication screen.

The Mail Options tab and "Use your own email server / provider" option

The Mail Options tab lets you set up info used for Automated Emails. The address and server info listed in Mail Options is what will be used by Automated Email. You control the sending address for Mass Email from the Communication screen.

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