Communication Module. 1. Overview of the Communication Module. 2. Edit the Address Library

Transcription

1 Communication Module For steps on how to get started using the Communication Module, please follow the instructions below. Remember to look for additional help tips throughout the administrative side of the Abstract Scorecard. 1. Overview of the Communication Module The Communication Module allows you to easily send out s to users from within the Scorecard. These s are customizable, and can be sent to the users from an address in your organization. The most common uses for the Communication Module are ing submitters who have active/incomplete submissions and inviting the reviewers into the system to begin their reviews. 2. Edit the Address Library The Address Library allows Scorecard administrators to add additional addresses into the system. Any on the list can be used as the FROM address when creating s in the Communication Module. This list will be available in all of your Scorecard events. This list can also be used to select the FROM address for all notifications that are sent to submitters upon creating an account or completing a submission within the Scorecard. 1

2 To add an to the Address Library: Navigate to the Settings page of the Scorecard. Click the Tools button near the upper left-hand corner of the Settings page. Within the dropdown, select Address Library. In the pop-up menu, enter any new addresses you would like to add to the list. Here you can also remove s and check the SPF record of any address to make sure s will send without issues. 2

3 1. Create a New in the Communication Module Once you have added your to the address library, you are ready to create an . To get started, go to the Communication Module of the Scorecard. On the Campaigns page, you will see any Sent s, Scheduled s, Template s, and Draft s that have been created. To create a new , please follow the instructions below. i. Click the Create New button. ii. In the Create an pop-up window, fill in the Label, To:, From:, and Subject fields. Within the Scorecard, you can ONLY send s to Submitters OR Reviewers. There are filters that can help you narrow down your distribution list, such as Submitters with Active Submissions, or Reviewers with open reviews. The From: dropdown will be populated with the addresses that you have added in your Address Library. (If you do not see the address, please return to Step 2.) 3

4 iii. After completing these fields, you will start on Step 1 of the Editor, Options. Here you can refine your distribution list by using Submission Type and Final Decision filters, when available. You can also use the Advanced Distribution List to select individuals within the current distribution list. At this time, you can also schedule the to be sent at a later date. This is a NEW feature for the Communication Module in the Scorecard. Simply toggle Do you want to schedule this to be sent at a later date? to Yes. Next, fill out the Date and Time you would like to schedule the . You can also select from a list of time zones to ensure that the goes out according to your appropriate time zone. 4

5 After you have edited all the fields, and if applicable scheduled the , click the blue Save and Continue to Step 2 button. iv. On Step 4. Edit Content, you will customize the body. At this step, you can use Hotkeys to display submitter/submission/reviewer/scheduling data. The most commonly used Hotkeys are First Name, Last Name, Access Info, and Submission Title. We also recommend to brand the by using the Banner Hotkey at the very top of the body. If you do not see a Hotkey for a particular data field, please check out our Help Tip for Creating Custom Hotkeys. After you have created your body, click the blue Save and Continue to Step 3 button. 5

6 v. On Step 3, you will now send a test to yourself or another administrator to preview how the will appear in a user s inbox. 1. Add an address to the TO field. This will default to the FROM address selected for this particular Checkbox one ore more suers from your distribution list below. 3. Click the gray Send Test button. (s) will be sent to the address in the TO field, and the will show exactly how it would appear to the user(s) you have selected. (Note: The users have selected will NOT receive an . This is just for testing purposes.) 4. After you have sent the , and confirmed accuracy, click the blue Continue to Step 4 button. 6

7 vi. On Step 4, you will see a preview of all s that will be sent from the Scorecard. This will be the last step to make sure all s are formatted correctly, and the data from the Hotkeys is accurate. After you have previewed all the s, click the blue Continue to Step 5 button. 7

8 vii. On Step 5, you will see the final details of the you are about to send/ schedule. Make sure to press the blue Send button before leaving this page. s will not be sent without clicking this button. If you have scheduled this to be sent at a later date, the blue Send button will be replaced by a blue Confirm Scheduled button. Once you have sent or confirmed the scheduled , you will be taken back to the Campaigns page. Any s that you have sent or scheduled will now be available on this page to view. 8

9 2. Create an Template templates allow administrators of the Scorecard to quickly send pre0made s to users. Templates can be used multiple times and are available in all of the Scorecards your organization has purchased. To create an template: i. Find the you wish to create a template for within your Draft s bucket. If you are wishing to create a template for an that was previously sent, first duplicate the sent , which will then create that in your Draft bucket. ii. Click on the row, and then select the blue Duplicate button. iii. In the pop-up menu, click the blue Template button. iv. The will not be listed under the Templates bucket of s. When you choose to use any of the Templates, click on the row, and click the blue Copy to Draft button. Should you have further questions about the Communication Module within the Scorecard, do not hesitate to reach out to your Project Manager via Boomerang. 9