Bulk Email

This article includes general overview, settings, use, and features of Bulk Email.

Overview

Bulk Email is a feature that allows you to email groups of people connected to your workspace. Recipients of the email would have their email address entered into at least one form on the workspace. For example, you might have a Reviewers form set-up that contains the email address of all of your judges, or a Customers form set-up that has the primary email address of all of your clients. This feature allows you to create email templates to send to these groups of individuals.

Bulk Email will allow you to send an email up to 25,000 recipients.

NOTE!

Only Owner and Administrator roles (users) will be able to utilize Bulk Email. Limited users will not have authorization to send a bulk email and will receive a "403" error code. If you see this error code appear when trying to send a bulk email, this is most likely due to your permissions in this workspace.

Setup

In order to utilize Bulk Email, go to the Marketplace and add Bulk Email.

The Bulk Email will now be an icon accessible from your navigation bar.

You will be brought to a page that allows you to view sent emails, create emails to send and schedule emails to be sent at a future date.

NOTE!

If you already have Bulk Email, you will need to enable the scheduling feature by reinstalling the plugin, there will be a red bar at the top of your screen to complete this action. If you just installed the plugin for the first time, these features are already enabled.

Selecting "New Email" or "Let's create some new emails to send!" will bring you to the settings page for an email template.

Here you can indicate who will receive the email (pulling from a form your workspace) and who will be sending the email. Finally, set up the Subject and Body of your email.

Settings

Each email consists of settings pertaining to recipients (those who will receive the email) and the email itself (the subject, body, and layout of the email).

Recipients

The top section of the draft email allows you to indicate who should receive the email.

Fields	Description
Recipients Form and Email Field	This is the form that contains the recipients you want to send, along with the specific email field. Note that the email addresses could be contained in a field located on a linked form. In the example below, we wish to email all applicants related to submissions.
Filter Recipients	You may filter the recipients. In this example, we choose to email only all submissions still in draft mode. The filter button will show a checkbox to indicate that a filter has been defined.

NOTE!

In order for a form to be used as the Recipients form, a field must exist on that form with email validation. Learn about Validation options here.

Email

The bottom section of the draft email allows you to indicate who the email is from, who the recipient should reply to, subject and body.

Fields	Description
From Name	This is the name of the person/organization sending the email and how the sender will be presented in the recipients' inboxes.
Reply To	This is the email address of the person/organization sending the email.
Subject	Enter the subject of your message here. You can also use Insert Fields to pull in data from the application (i.e. First or Last Name)
Body	Similar to Subject, you may insert fields to pull in data from the application.

Inserting Fields

Click on "Insert Field" in the Subject Line and/or the Body of the email to include merged data from the record. For example, click on First Name to add a personalized greeting to the email; the email will pull whatever was input into the First Name field of that particular record. When you click "Insert Field" a dropdown of all available fields will appear.

Selecting a particular field will show the field in the body or subject of the email like so:

Advanced users can also use the handlebars function #each to iterate over a set of child records. You can use {{this}} to reference that repeated element. The example below iterates through an application's related courses and prints each course name.

Course name: {{this}}

Scheduling Emails

When creating an email draft, you have the option to schedule this draft to go out at a future date and time. After creating your draft, click on the gray "Schedule Email" button in the bottom right. This will open a Schedule Email modal to set the date and time (all times are in Eastern Time ET, adjust accordingly). These emails will go out within a 2 hour window, starting at your selected time.

Once scheduled, this email will be moved from the Drafts tab to the Scheduled tab. A pop up will inform you that the email was scheduled successfully and remind that this email will only go out to the first 25,000 recipients in the list (if there are that many). From the Scheduled tab, you can cancel schedule and revert to draft, duplicate the email, or delete the email. Once the schedule date and time pass, the email will move to the Sent tab.

Tracking Emails

The Email Tracker plugin enables you to track the statuses of the emails you send in conjunction with Bulk Email. You can see if emails are sent, delivered, or not sent and also produce more detailed statistics in regards to emails. This will allow you to gain insight as to whether an email you sent went out successfully to all recipients, and to troubleshoot if the email was not successfully sent to all.

Want to learn more about email status? Click here.

In this article

Overview

Setup