The convenient Email function, available from the Client Notifications screen, streamlines client communications, enabling you to send custom or "canned" emails to one client or to multiple clients at once. Client communications sent from the Email function are automatically logged for easy tracking.
The Email function provides convenient standard "canned" emails with pre-written content, as well as the ability to write and send custom emails as necessary.
Custom emails are typically single-use emails sent to a specific client or clients regarding a unique circumstance. You cannot save Custom emails within the system.
Note: While you cannot save Custom emails for re-use, you can use the Custom feature to send standardized firm emails to your clients. Simply create and store the text externally, and then copy and paste the text into the Contents field of the Send Email dialog to send a standardized firm email to your clients.
To send "canned" or custom emails:
1. Select Client Notifications from the Client Center menu to open the Client Notifications screen.
The screen provides a table listing all of the clients you have enabled on the system. Clients are listed in alphabetical order by name.
2. (Optional) Use the Search field to enter a client code or name to locate the record of a specific client, and click Search.
Alternatively, you can click the heading of a column to sort the table by the data in any column, enabling you to identify clients you want to contact regarding pending bills to approve or pay, or those you want to invite to use the Mobile Upload feature.
3. Select the check box in the Select column for any client or group of clients you want to email and click Email to open the Send Email dialog.
You can send the selected clients any of the canned emails provided, or create a custom email to send to clients using this dialog.
4. Select either the Custom option or the Canned option to indicate the type of email to send.
Custom emails are entirely created by you. Canned emails are convenient standard, pre-written emails.
5. Verify that the number of clients you selected is reflected in the notation in the To field.
By default, the From field displays the email address of the Email Contact you identified on the Firm Options screen, and cannot be changed from the Send Email dialog.
6. Enter a code in the Email Code field and a description of the email content in the Subject field for a Custom email, or, for Canned emails, select a standard email from the drop-down list in the Select field.
The Email Code is an internal code of up to 10 characters you can use to identify the content of Custom emails easily in the Emails Sent screen.
If you selected a Canned email, the Subject field and the Content field are automatically populated.
7. Use the Content field to write or edit the contents of the email to send to the selected clients.
Canned emails cannot be edited.
The Content field provides standard formatting and appearance options to enable you to format and customize your email as needed.
Note: Some canned emails contain tokens, or placeholder text (for example, ##CLIENTNAME##, ##Link##, or ##FirmName##), that are replaced with the appropriate information specific to each client when the email is sent.
8. Click Send Email to send the email to the selected clients.
All sent emails are logged on the Email Activity Log. The Email Activity Log lists sent emails by individual client, and does not indicate which emails were sent to multiple clients in batch.