Broadcast with and w/o Attachment. Step 1: Broadcast with Attachment. Step 2: Broadcast sent from Custom Report

Transcription

1 Broadcast with and w/o Attachment Quick feature does not allow for attachments. The can include a link. Broadcast allows the sender to attach a PDF formatted document(s). All documents must be in PDF format and should be uploaded to 4HOnline before creating the . Help sheet: C-100 Uploading newsletters and Other Documents Step 1: Broadcast with Attachment Step 2: Broadcast sent from Custom Report A Broadcast can be sent by flagging member or using a prepared list. Prepared lists will decrease the opportunity for flagging/not flagging someone you did/did not intend to. The list will always be current and can be edited as needed. Oklahoma Help Sheet C-104 1/29/2018 1

2 1. It is extremely important to click Save at the bottom of the screen in each step of this process! To create a list serve: 1. Click Reports icon on the Dashboard 2. Click Custom on the left side of the screen. 3. Click Create Report. 4. On the next screen, Title the report and provide a description. 5. Click Create. Step 1 Report Screen 6. From the dropdown, select the address(s) for the report. Options: Family: Family Member: Member: Second Household Member: Emergency Contact Highlight choice and click arrow button to transfer choice to the right side of the screen. 7. Click Save at the bottom of the screen. Oklahoma Help Sheet C-104 1/29/2018 2

3 Step 2 Standard Filter Screen 8. Go to the next screen by clicking Standard Filters. 9. Carefully choose from the many options on the Standard Filters screen to generate the custom report. In this example, located under Status we have checked/selected Active and Pending Enrollment. ** If the list needs to pull Inactive enrollment you must mark the Include all records box and the Inactive under Status. 10. Click Save at the bottom of the screen. Oklahoma Help Sheet C-104 1/29/2018 3

4 Step 3 Grid View/View Report 11. Click Grid View or View Report to see if the necessary report is generated. If changes are required repeat previous steps to achieve the desired result. 12. The report is now ready to use for the Broadcast or any other time the list might be useful. Oklahoma Help Sheet C-104 1/29/2018 4

5 Step 3: Create and Send Broadcast with Attachment 1. On the Connect Tab, click Add Broadcast 2. On the next screen title the . A previous can be used as a template and will be available in the dropdown. 3. Click Create . Step 1 Set Up 4. The title, defaults to the previous entry. 5. Amend the title. Enter an Subject line. 6. Select Recipient Type Send to Managers goes to Club managers/leaders and office staff with 4HOnline privileges. 7. Select Configuration Options 8. Click orange Continue button in the upper right corner. Oklahoma Help Sheet C-104 1/29/2018 5

6 Step 2 Layout 9. Compose message. Position curser in the text where the merge field will be inserted. 10. Use Merge Fields/Doc button to locate the newsletter/document to upload. DOUBLE click on the highlighted document. The merge field appears in the text. 11. Edit Text Message box just below the larger text box. 12. Click Save 13. Click Preview 14. Click Continue Step 3 Recipient Selection 15. In this example the message will be sent to the list serve prepared in Step 2.. Click the Select Report(s) ** As noted early in this document a Broadcast can be sent to Flagged Profiles. It would be at this point in the process where the box would be checked. The Select Report feature will not be used. Oklahoma Help Sheet C-104 1/29/2018 6

7 16. In the Report Selection screen check the custom report(s). 17. Click Save. 18. Recipient s s will be visible back on the Recipient Selection screen. NOTE: Depending on the Recipients button marked on the Set-up screen (page 5 #6) one of three recipient lists will be made visible. ** Note: When Send to Member button is selected; the sender has more options on Step 3 Recipient Selection (see screen shot Member ). ** Note: To insure all Managers get a copy of an sent to Family/Member, go back to the Broadcast list and click Add Broadcast , select the sent for the template dropdown. 19. Click Continue Oklahoma Help Sheet C-104 1/29/2018 7

8 Step4 Send 20. Click Finish button when ready to send. Once sent the communication cannot be undone. If not ready to send, close out and comeback in by clicking edit on the main screen Report see instruction on page two. 1. Connect Tab 2. Click on Newsletter. 3. Click Edit Step 4: Cleaning up Home Page 4. Determine if the item is to a) be visibly removed from the home page or (b) permanently removed from the system. a) To visually remove from Home Page, but not delete. Uncheck the two boxes and click Save. b) To permanently delete. Click the Delete button. Oklahoma Help Sheet C-104 1/29/2018 8