Scheduled Emails - Enhancement Details
Effective August 16, 2008
Summary
When you setup an event for either PROFILOR or Time2Change, you will be asked if you want to schedule automated emails to be sent. You will be able to specify a date for the initial invitation to Participants. This is helpful if you are setting up an event now for example, but want to wait until after the kick-off session to send out the invitations. You can also specify up to nine additional future dates for reminder emails to go to all Participants and Respondents. As always, the software will filter these reminders so that they only go to Participants and Respondents who have not completed the 360-degree feedback process.
You will also be able to return to the new email schedule page to add or delete scheduled dates for emails. As a safety measure, if you change the cutoff date, the system will stop sending reminders after the new cutoff date. Participants moved into or out of an event will receive reminders based upon the event they are currently associated with after they are moved.
Please note that you can continue to use the Manage Emails screen to manually send invitations or reminders for the entire project, or to specific individuals, whether or not you use the new Scheduled Emails function. The use of scheduled emails is an optional feature.
Event Setup
To use scheduled emails, you will start by creating the Event in the same way as in the past.
After you save the Event, you will be asked if you want to enter a schedule for sending out the initial Participant email and/or reminder emails for Participants or Respondents.
If you click OK, the Schedule Email page is displayed (see below).
If you click Cancel, the Event Information page will display along with the message, “UPDATE SUCCESSFUL.”
Scheduling Emails for New Events
The following screen appears if you want to add an automated email schedule for your event:
1.If you are accessing the above screen after you’ve created the Event, the name of the Event will appear in the Event field. If you are accessing this screen from the menu (left-side navigation panel) or the Manage Email screen, select the applicable Event from the drop-down list of active Events. The Event Cutoff Date will display.
2.Click the Invitation radio button.
3.Click the Scheduled Email Date icon to select the date you want the system to send the invitation to Participants. Select the time the email will be sent from the Scheduled Email Time drop-down list. The values listed are two-hour time intervals from 1:00 am to 11:00 pm, US Central Time and the corresponding universal time (- 5 hours, GMT).
4.If you want to receive an email confirmation that the emails were sent by the system, click the Send Notification Summary Email box and enter the address of the person you want notified (which would normally be your email address). These two fields are optional.
5.Click the Add to Schedule button.
6.Click the Reminder radio button. Repeat steps 3 through 5 for each reminder you want to schedule.
/ Notes: / 1.This function is optional. You can continue to send emails manually by using the Manage Email function.2.You can use the Manage Email function in conjunction with the Schedule Email function.
3.You can opt to schedule just the initial invitation, just the reminders, or both.
4.If you move the cutoff date to a sooner date, the system will not send reminders after the new cutoff date. If you subsequently move the cutoff date to a later date, the later reminders will resume.
5.You cannot change a reminder date. However, you can delete the reminder and then set a new date.
6.Participants who are moved into this event will receive any scheduled emails starting with the next reminder.
7.Participants who are moved out of this event will not receive reminders for this event, but will receive reminders for the new event.
8.Unlike the Manage Email function, scheduled emails are sent for everyone in the Event, not by project.
9.You can schedule up to 10 emails; this can be 1 invitation plus up to 9 reminders, or no invitations and up to 10 reminders.
10.Once a scheduled date has passed, you can schedule an additional email reminder.
Scheduling Emails for Existing Events
1.Click the menu option, Schedule Emails by Event. This option is in the Event Management / Status function.
2.The Schedule Emails by Event screen will appear:
3.Select Client and Event.
4.Follow the steps for Scheduling Emails for New Events (see steps starting on page 2).
Scheduling Emails for Existing Events
You can also access the Schedule Email screen from the Manage Email screen. A new link has been added to the bottom of the screen. Clicking on this link will bring you to the screen where you can schedule the initial Participant invitation and/or Participant and Respondent emails.
Last Revised: August 15, 2008Page1 of 5
Scheduled_Emails_Details.doc