Using the Mass Email Utility
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Contents
1
Introduction ... 3
2
Mass Email Utility ... 4
2.1 Email tab ... 4
2.1.1 Override ‘From’ Email Address ... 4
2.1.2 Override Email Address ... 4
2.1.3 Email Template ... 5 2.1.4 Subject ... 5 2.1.5 Attach Document ... 5 2.1.6 Email Text ... 5 2.1.7 Eligibility Rules ... 6 2.1.8 Eligibility Report ... 6 2.1.9 Send Email... 7 2.2 History tab ... 8 2.2.1 Grid ... 8 2.2.2 Toolbar ... 8 2.2.3 Batch Details ... 8 2.2.4 Add Notes ... 9 2.2.5 Notes ... 9
HKWorks 3 October 2013
1 Introduction
There are many times when you might need to send an email to all employees or a group of employees. The Mass Email Utility allows you to send a mass email to a selected group of employees. Send out a pay stub availability notice, a company wide announcement or any email that must be sent uniformly to multiple employees using this feature.
The Mass Email Utility provides the following abilities: • Enter a From email address
• Create and select an email template and update the subject and text for that template
• Enter a subject and text without selecting a template • Attach a document
• Apply eligibility rules to filter employees that receive the email
• Preview a report that displays the email text, eligibility rules applied, and a list of employees that will receive the email
• View history records for each email sent with a batch report that displays the email text, eligibility rules applied, and a list of employees that received the email
2 Mass Email Utility
The Mass Email Utility is used to send an email to a group of employees. 2.1 Email tab
Choose Client Management > Mass Email Utility and click the Email tab. 2.1.1 Override ‘From’ Email Address
Select Override ‘From’ Email Address to enter an email address that will display in the sent email’s From address.
Note: If an override address is used and employees are not receiving emails, the user should follow the instructions in the text that is located at the top of the From section. Either the clients IT department or their email provider must add an entry to their company’s domain SPF record.
2.1.2 Override Email Address
This input field is enabled and required when you the Use Override ‘From’ Email Address checkbox is selected. It is otherwise disabled, and the standard email validation is used.
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2.1.3 Email Template
Not required. The drop-down menu displays all Active client email templates. If an email template is selected, the subject and email text fields will be populated with the subject and email text of that template. The subject and email text fields will be enabled for updating.
2.1.4 Subject
Required. If an email template was selected, this field will be populated with the email subject from that template. This can be updated. If an email template was not selected, the user is required to enter data.
2.1.5 Attach Document
Not required. The user can attach one document by clicking to browse and select the document. The document name is then displayed.
• To delete an attachment, highlight the document name and use the backspace or delete key to remove.
2.1.6 Email Text
Required. If an email template was selected, this field will be populated, with the email text of that template, and can be updated. If an email template was not selected, the user is required to enter data.
2.1.7 Eligibility Rules
Not required. The Eligibility Rules list contains all eligibility rules set up for the client. Use the button to move rules to the Included Eligibility Rules. Rules moved to this box will be used to filter the employees that receive emails. The email will be sent to an employee if any one of the selected rules applies to them. Use the button to move a rule back to the Eligibility Rules box. If your do not include any eligibility rules, the email will be sent to all employees.
2.1.8 Eligibility Report
This report displays the name of the document attached to the email, the email text, a list of employees that will receive the email, and the rule(s) that applied to each employee. The far-right column shows if an an employee is missing a work email address.
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2.1.9 Send Email
When you’ve completed the relevant fields, click Send Email. A confirmation pop-up message will display:
• If you click Cancel, the Mass Email Utility page remains displayed with all selections and entries intact.
• If you click OK, emails are sent to the eligible employees and the eligibility report is saved as the Batch Report in the History tab.
• Emails will only be sent to employees that have a Work Email Address. • When the email is sent, the page is cleared.
2.2 History tab
2.2.1 Grid
The grid will display a row for every email sent and will have the following columns: • Batch: This column displays the batch number. This is a system assigned number. • Create Date: This column displays the date/timestamp for when the email was sent. • User: This column displays the user name of the user that sent the email. This is not
the From email address. 2.2.2 Toolbar
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2.2.4 Add Notes
Notes can be added to the history record by entering data in the Notes text box and clicking Save. An unlimited number of notes can be added. This feature functions as it does in all other History tabs.
2.2.5 Notes
This section displays all the notes that were added in the Add Notes text box. This feature functions as it does on all other History tabs.
