Create, edit and send Smart Communications - Email Format

Difficulty: Advanced

Required: "Smart Communications" Add-on

"Smart Communications" Add-on has for objective to enable you to send customized communications to stakeholders of a given engagement Plan, list, or organization. This article focuses on sending emails.

There are 3 Sending options:

One email to each recipient: each recipient will be part of an individual communication. The "Title of the communication" and "Summary of the communication" fields do not restrict the use of customization tags

One email to each organisation: Each member of an organisation will be part of the same communication. The "Title of the communication" and "Summary of the communication" fields can use customization tags if a single member by organisation is set as "To"

Email with opt out: when the "opt out" option is chosen, the stakeholders cannot be added manually and an existing distribution list must be selected. The recipients will be the members of the distribution lists. 

Create a Smart communication

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Click the '+ create' button and a new record entry will open.
3. Fill in all mandatory fields
4. Click 'save and view'

Edit a Smart communication

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Locate the record to edit, and select it, opening the record
3. Hover to the right side of the record and select the 'edit' button - or double click on any field
4. Editable fields will appear in white, you can edit the record as required 
5. Click 'save' => new information will appear immediately 

Add recipients to your smart communication

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Locate the record to edit, and select it, opening the record
3. Click on the "Recipients" tab
4. Select the “+ recipients” button and a new form will open
5. Select the stakeholders that will receive the smart communication
6. Click 'save' => new information will appear immediately 

Add recipients to your smart communication via distribution lists

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Locate the record to edit, and select it, opening the record
3. Click on the "Recipients" tab
4. Select the “actions” menu to the right side of the record and select the “add members of a distribution list” option
5. All stakeholders linked to the distribution list/s that you have selected will be linked as recipients of your smart communication

Import the smart communications template

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Locate the record to edit, and select it, opening the record
3. Under the "General information" tab, locate the "Template" section.
4. Select the “share” menu to the right side of the record and select the “copy email alias” option
5. Create your email using Microsoft outlook (including any tags, embedded links, imagery or graphs) and send the email to the email alias
6. Return to the smart communication record and the template will be recorded, ready to be sent to recipients

Send a preview of your smart communication 

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Locate the record to preview, and select it, opening the record
3. Select the “actions” menu to the right side of the record and select the “send preview” option
4. A sample email will be sent to the users selected, mirroring what the recipients will receive

Send your smart communication to recipients

1. Click on the "Stakeholder engagement" icon and select ‘Smart communications’ under the 'Tools' menu.
2. Locate the record to send, and select it, opening the record
3. Select the “actions” menu to the right side of the record and select the “send email” option
4. The email will send to all recipients, and a corresponding communication record will be created for each email sent

Manage warning messages and data quality

At the top right corner, a warning message might be displayed. The system will direct you what needs to be completed. Smart communications cannot be sent until all warnings are addressed.