Kavi Help CenterKavi® Members Help
| Chapter 97. Send Template Blast to Company Representatives | ||
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Part VIII. Kavi Members Admin Tools | 
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Table of Contents
The Send Template Blast to Company Representatives tool makes it easy for Admins to send template-based email messages to a select group of company representatives. You can opt to customize your message and include an attachment.
The email template contains variables that are populated with information drawn from the database to personalize each message. For example, the '$org_name' variable is replaced with the actual name of the organization and '$c_name' and '$c_primary_contacts' will be replaced with the company name and the names and email addresses of the company's primary contacts, respectively.
Use this tool wisely to prevent unnecessary drain on system resources by limiting the size and number of attached files you send out, and devising searches that retrieve just the set of users you need. Searches that retrieve a large number of users can slow site response, and large volume mailings can clog the email queue and slow the delivery of all mail moving through the site, or even bump up against your site's bandwidth caps. The volume of mail moving through the site is calculated by multiplying the size of the file times the number of files. It's usually best to post a file in a web site document repository, then provide a link to this file in the email you send out. Not only does this conserve the web site's system resources, its easier on users whose mail boxes or hard drives are full to capacity. If you do feel the need to send a large attachment—preferably to a very small number of users—keep it under half a MB (approximately 50 KB). Larger files are likely to be rejected by your recipients' corporate mail systems, since this is a common file size limit for firewalls.
Send customized email to selected company representatives.
Enter the search criteria to find the company representatives to whom you want to send the email, then click Search. If you search by more than one field, such as 'Current Status' and 'Company Type', the results will only include users that meet all search criteria. Leave all fields blank only if you want to retrieve every company representative in the database.
Select multiple types individually by holding down the Control ('Ctrl' key; Linux, PC) or Command (Mac) key while using the mouse to select types from the pulldown list, or select a group of multiple types by holding down the Shift key while selecting with the mouse.
Company representatives have the choice of declining to receive email and can submit this choice when they signup. If you want to respect this preference, only the company representatives that wish to receive email will come up in the search.
Review the list of company representatives presented. If there are a very large number of company representatives in this group, you may not be able to see all of them on this page. However, email will be sent to the total number of company representatives indicated at the top of the page, even if you cannot view each user here. If you are satisfied with this group, click 'Select', then go to the next step to compose your message.
If you do not have the group of company representatives you need, click 'Back' and try the search again. Entering more details in the search results in a more focused, select group of company representatives.
Select from a list of email templates created to exchange information about company-related events, then customize the template details and message.
Note
Edits made to templates on this page will be used only for the email you are currently sending. These edits will not be permanently saved and will not be used when email is sent automatically using these templates. If you want to permanently edit a template, use the Edit an Email Template tool.
Options
- Template
A generic company email template is preselected. If you would like to use a different template, select a new template and press 'Change Template'.
- To
This displays number of recipients to which the message will be sent.
- From
By default, this is the email address of the Organization Admin.
- Cc
Enter any additional email addresses here.
- Subject
This is prepopulated with the subject set in the email template. Edit the subject field if you want to distinguish your message when viewed in a mailbox or mailing list. Keep the subject line short and concise, briefly summing up the purpose of the message for the recipient.
- Body
This is prepopulated with the message set in the email template. You may edit the text of this message and use any of the variables listed in the 'Variables' section at the bottom of the page.
- File Attachment
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If you want to attach a file, enter the URL or press Browse to navigate to the file.
Note
Sending large attachments, or sending attachments to a large number of recipients, can significantly slow site performance. To minimize the drain on site resources, upload the file to the Web site document repository then send links to recipients so they can download the document at their leisure.
- Variables
A list of all variables available for this template. These variables are replaced with actual values from the database when the message is sent.
A preview is displayed in which the variables are replaced with values that will actually be used for one of the recipients. When the template blast goes out, each email will contain personalized information such as the actual user's name and name of the company this user represents, etc. If you want to preview the email sent to another user, press the Preview Another button to cycle through the entire set of email messages about to be sent. If you want to make more changes, click Back. If you are satisfied with this message, click Send Email.
You have just sent an email blast and your email is already going out. Actual delivery rates are dependant on the volume of email in the Web site's email queue and the recipient's email service and Internet connection. If you want to check the status of your email, here is a link to the Mail Logs tool.
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| Chapter 96. Send Template Blast to Users |  |
Chapter 98. View Email Schedule |