Sending Emails with Ondexx Email Messaging

Overview

Ondexx has built-in functionality to send emails to a Site’s users. These emails can be sent from a site, or be associated with a specific published page. You can also save emails as drafts, to work on them continuously before they are sent.

Users with the Send Email right will gain access to the Email Messages menu, found under Administration > Communications > Email Messaging, where emails can be sent from the Site, and emails can be reviewed, copied, or deleted.

These users will also have access to the Email Page Action, where they can create, edit, save, and send an email associated with a specific page.

Using the Email Editor

Emails are edited using the Email Editor modal. This is used in both the email page action, and in the Email Messaging menu.

The Email Editor uses the following fields:

• Page
  • A link to the associated page for emails created via page action.
  • If you
• Subject
  • Enter the subject for the email to be sent.
• From
  • The “from” name of the email to be sent. By default, this will be “Ondexx – [Your Instance’s Name]”.
• To
  • Select the Roles, Groups, Users, and/or External Email Address you would like to send this email to by typing them in, and clicking the desired option.
  • Each recipient type has a corresponding icon:
    • Role
    • Group
    • User
    • External Email Address
  • Note that recipients are cumulative – if you select a Role and a Group, it will be sent to all members of the Role, and all members of the Group.
  • Users will only receive one message, even if they are a part of multiple selected items in the list.
• Body
  • The contents of the email, which can be created in Ondexx’s standard edit panel.
  • Calendar Events can be added as hyperlinks from the Site Links dropdown. For more information on Calendar Events in Ondexx, refer to this help article.

At the bottom of the Email Editor, there are several options:

• Cancel will close the Email Editor without saving – all unsaved changes will be discarded.
• Save Draft will save your changes as a Draft without sending the email.
  • Drafts can be accessed from the Email Messaging menu
  • If the email was created with the email page action, it can be accessed with the page action on its associated page.
• SEND will send the email to your specified recipients, and archive the email in the Email Messaging menu.

Using the Email Page Action

The Email page action allows users to create an email associated with the page that is currently being viewed. This is done by clicking the Email button in the list of page actions.

Emails created in this way have certain unique properties:

• The email will have an associated page,
• By default, the body of the message will contain a hyperlink to the associated page.
• When a page action email is saved as a draft, it can be accessed from the Email page action of the associated page, as well as the Email Messaging menu.
• Users can only have one draft email associated with a page at time.
• Users can only access their own draft email associated with a page via the Email page action of that page.

When an email with an associated page is saved or sent, that action will be logged in the page’s Activity Stream. When the email is sent, it will also show a list of recipients.

These emails can all be accessed from the Email Messaging menu, regardless of the owner of the draft email.

Using the Email Messaging menu

The Email Messaging menu allows users to create and manage email messages within a site. This menu can be found under Administration > Communications > Email Messaging.

To create a new email, click the New Message button to open the Email Editor modal. Emails created from the Email Messaging menu will not have an associated page.

The Email Messaging menu shows a list of all draft and sent emails in a site. Each column can be sorted by clicking on its title.

Various actions can be performed for draft and sent emails by clicking the ellipses icon in an email’s row:

• View will open the details page for a sent email, allowing you to view the email itself, and a list of recipients. Draft emails cannot be viewed in this manner.
• Edit will open the an existing draft email. Sent emails cannot be edited.
• Clone will create a copy of an email as a draft.
  • If the draft email has an associated page, it can only be cloned if one does not already have a draft email already associated with that page.
• Delete will delete a draft email. Sent emails cannot be deleted.

Using the Email Details page

The Email Details page allows a sent email to be viewed after it is sent. The following information is available:

• Creator shows the name of the creator of the email, and how long ago it was created.
• Status shows who the email was sent by, and how long ago it was sent.
• Subject shows the subject of the sent email.
• From shows the from name of the sent email.
• To shows to whom the email was sent, specifying the Roles, Groups, Users, and External Email Addresses.
  • The Show effective recipients list toggle will show a list of all unique email addresses to which the email was sent instead of the designated Roles, Groups, and Users.
• Page will show a link to the email’s associated page, if it has one.

• Body shows the content of the email.