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The Knowledgebase

Agreements: Sending and Managing Emails

Agreements Management now allows for emails to be sent per agreement as well as per contact. Along with sending communication directly from the system, you can also view a log of the emails sent, including when, by whom, and the content.

Sending emails can be sent from two locations, Agreements and Contact List.

 

 

Sending Emails

For this example, we will show how to send articles using Agreements. The steps are the same if done using contacts (Agreements > Contact List).

Navigating to Agreements > Agreements displays a continually updated list of every agreement in the system. Clicking the box to the left of an agreement selects that agreement, allowing you email the Partner Contact listed within it. Emails can be sent on an individual basis by selecting one or in bulk by selecting many. Filtering is honored when sending emails. 
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Upon selecting agreements, a dropdown menu appears on the upper left of the screen, above the selection boxes and partner list. 
mceclip0.pngFrom this dropdown you will select "Send Email", which will take you to the email configuration page (Batch Processing: Email).

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The Batch Processing: Email page allows you to:

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A. Select only the primary contact attached to each agreement.

B. View all contacts included in the email. If an agreement/contact was added by accident, simply uncheck the box here to remove the contact from receiving the email.

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C. Add a subject to the email.

D. Utilize mail merge fields for a more efficient email experience. Simply place your cursor where you want it in the body of the email, select the field from the drop down list, and click the plus sign to add the field to the email.

E. Compose the body of the email using a rich text editor, which allows for a variety of font types, hyperlinks, and bulleted lists.

When the email is ready to send, click "Send" at the bottom right of the screen. A log the sent email is available from Agreements Admin > Email.

 

Email History

A log of all emails sent from the Agreements and Contact List pages of Agreements Management is accessible from Agreements Admin > Email.

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The "Sent Email" shows all emails sent, with the most recent at the top. The 3-lined triangles provide the ability to filter on that field. Clicking the two triangles to the right of an entry will expand that communication so that you can view the details of the email.

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"Email Details" include:

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  • the name, email, and institution of the contact to whom the email was sent
  • agreement name
  • CC & BCC emails (blank like the screenshot means this field was not used)
  • email subject
  • sent date and timestamp
  • email body

Note: Email details will not show in Agreements Admin>Email unless they are sent via the 'Select an Action' dropdown on the 'Agreements > Agreements' page after selecting an agreement.

Additional Resources

Here are other resources that may interest you: