Smart Communications (Add-On)

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With the Smart Communications functionality, you can send emails to your stakeholders directly from Boréalis Application and print letters to be posted. The Smart communications allows you to:

  • Build custom smart mailing lists
  • Configure content and templates
  • Ensure message consistency 
  • Preview email / letter to proofread content before sending your communication
  • Track which recipients opened your emails and which emails were not delivered
  • Keep track of all communications with stakeholders

 

Grant users access to the Smart Communications functionality

Borealis users can have access to send smart communications on their behalves or on behalf of someone else if they have the appropriate rights. Granting access to the Smart communications module does not give access to a user to send smart communications; it gives access to the functionality only. The rights to send communications are define in the Staff members register (see section below).

* Granting access can be performed by superusers only 

  1. Click on your name (top right corner of the screen) and select Application Settings
  2. In the Administration menu click on Users
  3. Select the user to which you wish to give access to the Smart communications tool
  4. Open the Profiles tab:
              - Add the profile SE – Smart Communications

 

Grant staff members the right to send emails and letters

Smart communications can be sent on behalf on any staff members even if a staff member is not a Borealis user. In that case, a substitute (who is a user) will need to be selected. The substitute will have access to send emails on behalf of that person.

* Granting access can be performed by superusers only

  1. Click on your name (top right corner of the screen) and select Application Settings
  2. In the Configuration menu click on Staff Members
  3. Select the staff member from who smart communications can be sent.
  4. Open the Smart communications tab:
              - Check the Can send smart communications box.
              - The Substitute field allows you to select who can send emails on behalf of someone else (e.g you might want a secretary to be able to send emails on behalf of a manager). Unless it is required, this field should be blank
              - Add signatures to be added to your email (e.g Short signature, Long signature, signature in English, Signature in Spanish, etc). It is possible to format the signature text using HTML

 

Access the Smart communications functionality

The Smart communications functionality is available via the Stakeholder Engagement module in the Tools section.

 

Create smart emails

To create a smart email go to the Smart communication register, click Add, select Smart email as the Type of smart communication and fill out the information. Details such as recipients, email body, etc. can be modified once the record is saved.

There are 3 Sending options:

  • A single email to all participants
    Each participant will be part of the same communication.
    The "Subject" and "Body" fields can use customization tags if a single participant is set as "TO".
  • One email to each organisation
    Each member of an organisation will be part of the same communication.
    The "Subject" and "Body" fields can use customization tags if a single member by organisation is set as "TO".
  • One email to each participant
    Each participant will be part of an individual communication.
    The "Subject" and "Body" fields do not restrict the use of customization tags.

 

The "Title" and the "Description" field can be customized using stakeholders' information such as their name, address, position, etc. if the "One email for each participant" option is selected in the "Sending option" field.

The tag will be replaced by the stakeholder information (e.g "Dear {SALUTATION_TITLE} {LAST_NAME}" could be replaced by "Dear M. Smith"). If you need more information about these tags, click on the  icon next to the title of the field.

{FIRST_NAME} Individual's first name
{LAST_NAME} Individual's last name
{POSITION} Name of the individual's position in the organisation (if the participant is a position)
{ORGANISATION} Organisation in which the individual has the position (if the participant is a position)
{SALUTATION_TITLE} Title which is defined in the position of the individual or the title of the individual if it is not a position
{ADDRESS_TITLE} Address title which is defined in the position of the individual
{ADDRESS} Main address of the individual. If the individual has no address in the system, the address of the organisation will be used

 

 

Attached documents

Attached documents can be added to your email. To do so, you first need to load them as documents in the right hand-side section. When the communication is ready to be sent, you can choose which documents to add to your email.

 

Warning messages

At the top right corner a warning message might be displayed.

 Error message. Information must be modified/added before being able to send the email (e.g a stakeholder has no email address). The email CAN’T be sent

 Warning message about the communication details or participants (e.g The communication's language does not correspond with the participant's language). The email CAN be sent

 

Email Preview

To received a preview of your email, click on the Actions button and Send preview

The options are the followings:

  • Send to: you can decide to send a preview either to yourself or another user of Borealis
  • Add sender's signature: the signature of the sender will be added at the bottom of the email
  • Preview what will be sent to: allows you to receive the preview message as if you were this stakeholder.
  • Warnings: warning messages are displayed, if any
  • Attached files: you can select to attach any documents listed in the Documents section of your communication 

 

Send email

Once you are ready to send your email, click on the Actions button and Send email

 

The options are the followings:

  • Add sender's signature: the signature of the sender will be added at the bottom of the email
  • Attached files: you can select to attach any documents listed in the Documents section of your communication 

 

Once you send your smart email, one or many communications are created depending of the Sending option selected. These communications are listed in the Communications tab and are linked to your stakeholders.

 

Track opened and not delivered emails

You can keep track of which recipients opened your emails and which emails where not delivered. To do so select the Communications tab. Click on the arrow on the left to expend the record. The field Email read gives you the information about how many time the email has been read.

Note: This information relies on image tracking. These images may or may not be blocked depending on the recipients' settings and devices, and as such, may not accurately reflect if the email was read.

 

Create smart emails based on your own templates

Smart communications functionality allows users to create emails based on their own templates. When creating a smart email check the box The template will be sent by email. 

Add_template.png

 

Once the smart email record is created click on the blue arrow and click Copy to copy the alias. This email address is an alias that will be used to link your template to the current record.

 

When writing your email template the following tags can be used.

tags_emails.png

 

Once your email is ready you have to send it to the alias copied previously. Your email is then added to your smart communication as a template.

 

You can preview your email by clicking the Action button and then the Send preview option and follow the previous steps to send your email and track the opened and not delivered ones.

 

Create smart letters

To create a smart letter go to the Smart communications register, click Add, select Smart letter as the Type of smart communication and fill out the information. Once saved you will need to upload your letter as a template (.docx format)

 

Import your letter templates

Once your smart letter record is created you can upload a template by clicking the Action button and then Make printable document based on template option. The template must be in .docx format.

action_template.png

 

Tags can be added directly in the .docx file. By adding tags, the first name, last name, address or any other relevant information will automatically be replaced by the stakeholders information.

 

The first page must begin with the special tag {#PARTICIPANTS} and the last page must end with {/PARTICIPANTS}.

{FIRST_NAME} Individual's first name
{LAST_NAME} Individual's last name
{POSITION} Name of the individual's position in the organisation (if the participant is a position)
{ORGANISATION} Organisation in which the individual has the position (if the participant is a position)
{SALUTATION_TITLE} Title which is defined in the position of the individual or the title of the individual if it is not a position
{ADDRESS_TITLE} Address title which is defined in the position of the individual
{#ADDRESS}{LINE}
{/ADDRESS}
Main address of the individual. If the individual has no address in the system, the address of the organisation will be used
{#CC}{LINE}
{/CC}
List of recipients that are in CC

 

 

Once loaded you have access to the printable version of your document.

 

There are 3 Sending options:

  • A single letter to all participants
    Each participant will be part of the same communication.
    The "Subject" and "Body" fields can use customization tags if a single participant is set as "TO".
  • One letter to each organisation
    Each member of an organisation will be part of the same communication.
    The "Subject" and "Body" fields can use customization tags if a single member by organisation is set as "TO".
  • One letter to each participant
    Each participant will be part of an individual communication.
    The "Subject" and "Body" fields do not restrict the use of customization tags.

 

Warning messages

At the top right corner a warning message might be displayed.

 Error message. Information must be modified/added before printing the communication (e.g a stakeholder has no postal address). The letter CAN’T be printed and sent.

 Warning message about the communication details or participants (e.g The communication's language does not correspond with the participant's language). The letter CAN be printed and sent.

 

 

Smart distribution lists 

Create a smart distribution list

The Smart communications functionality allows user to create smart distribution lists. Creating a smart means that members are calculated automatically. To proceed, you have to go to the Distribution lists register and select Smart list as the Type of list.  

 

Once saved, click on the Stakeholders tab to select the organisation(s), the language and the desired roles. Once done, the members list is automatically populated and will automatically be updated as the members of the selected organisation is updated in the Organisations register. That means that if one of your criteria for this list is "Role" must be "Director" and if the director of the organization changes, your smart list will be updated accordingly. 

 

Add members of a list to your communications

When creating a smart communication (email or letter), you can either add members of a list to your Recipients list.

 

Add members of a list

To add members of a list, click on Actions, then Add members of a list and the select a list. Note that only standard lists (non-smart lists) are displayed. The members of the selected list will be added to your current list of recipients.

 

Sync with smart list

To add members of a smart list to your communication, click on Actions, then Sync with smart list and then select a smart list. The current recipients of the smart communication, if any, will be replaced by the members of the selected smart list. Note that even if the smart list is updated, it will not affect the recipients list of your smart communication unless you click on Action -> Sync with smart list again.

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