Learn how to create an email version. There are steps you should take before you can create email versions. This help guide will cover creating an Email Version.
Recommended Reading Before You Start
Content
Enabling and Disabling System Emails
Instructions
System Emails are automatically generated messages that Neon CRM can send to constituents. These messages are sent in response to a constituent performing some sort of interaction with Neon CRM. While Neon CRM has a predetermined list of automatic system emails, you can configure the content that will appear in each message by building your own versions.
Once you've customized and enabled your System Emails, the default behavior is controlled by your System Email & Letter Defaults.
Enabling and Disabling System Emails
You can enable or disable system emails by using the Enabled switch next to each system email type.
The Off setting will turn off the system email entirely. It will not be sent even if the appropriate trigger occurs. The On setting means that the system email will send as appropriate depending on the settings selected in System Email & Letter Defaults.
Note: Some System Emails, such as the Reset Password, Shipping Notice, & Purchase Acknowledgement System Emails, cannot be disabled.
1. Navigate to Settings Icon and Select Global Settings
2. Under Communications, select System Emails
3. Enable or Disable System Emails
View Default Version
All Neon CRM systems come with a Neon CRM Standard Version for most of the system emails. The content of the Neon CRM Standard Version of the Event Registration email can be copied and new versions created through the Copy the Neon CRM Standard Version feature. The rest of these emails cannot be copied to other versions.
Note: There are NO Neon CRM Standard Versions for Event Reminder, Birthday, or Donation Anniversary System Emails.
1. Navigate to Settings Icon and Select Global Settings
2. Under Communications, select System Emails
3. Select View in Default Version column
On this page, you can see all the default emails created by Neon CRM. All Neon CRM systems come with a Neon CRM Standard Version for most of the system emails.
View Settings & Versions
View Settings & Versions shows all versions of the email, as well as your settings and conditions for each email
1. Navigate to Settings Icon and Select Global Settings
2. Under Communications, select System Emails
3. Select View Settings & Versions
4. Select Edit to make changes. To go back to the previous page, select System Email Home.
Note: User-created System Email versions that are marked as Read to Send can be edited.
5. Complete fields. When finished, select Next.
|
Field Name |
Description |
|
| A. |
System Email Enabled |
Selecting this will enable this system email |
| B. |
From Name |
By default, the settings will pull in your name from your Organization Profile. If you continue to use the defaults, updates to your Organization Profile will automatically be applied to the emails using the system default. To override the default, type the name you would like displayed. |
| C. |
Email Subject |
By default, the settings will pull a default email subject from your Organization Profile. To override the default, type the email subject you would like displayed. |
| D. |
CC Email Address |
Add email addresses you would like to CC with commas and no spaces. |
| E. |
From Email Address |
By default, the settings will pull in your email address from your Organization Profile. If you continue to use the defaults, updates to your Organization Profile will automatically be applied to the emails using the system default. To override the default, type the email address you would like displayed. |
| F. |
BCC email Address |
Adding staff users' email addresses to the BCC Email field will ensure that your staff users receive a copy of the email when it is sent. The BCC Email field accepts up to 250 characters, so you can enter as many emails as you like so long as you don't exceed the 250 character limit. Separate each BCC email address with a comma (no spaces). When you build a new version of a system email, you are given the option to enter the BCC Email for that particular version. If you leave this field blank, then Neon will use the default BCC email from your system email settings. If you DO enter a BCC email address for an email version, then it will override the default setting. |
6. Select New Email Condition to create conditions
While only one version can be set as the default for each System Email, you can set conditions to send different versions to different types of constituents.
The version set as the Default is the one that will be sent out at the appropriate time, when no additional conditions are met.
7. Complete System Email : Event Registration. When finished, select Submit.
The process to set up a conditional system email is:
- Create a version of the email that you want to be sent to your specific constituents
- Create a New Condition
- Specify the Version that will be sent to this group
- Specify the conditions that will determine who this Version is sent to.
8. Select these options to build or upload new versions.
Build New Version will allow you to create your own messages. Once published, a version’s content cannot be edited. But the message settings (subject, send name, BCC, etc.) can be edited by clicking Edit next to the send information.
Add New Version
+Add a New Version allows you to create a new version of this email directly from this page.
1. Navigate to Settings Icon and Select Global Settings
2. Under Communications, select System Emails
3. Select +Add a New Version
4. Select a template from the dropdown menu. A preview of the selected template will appear on the screen.
Select Next when finished.
You can set up more than one message for each System Email. These messages are called Versions. You can also set Conditions to tell Neon CRM to send a certain version when a certain circumstance occurs.
Note: If no version of the email you want has been created, you will need to select Build/Upload a new email template.
5. Type and format any text you would like to add to the email. This will appear at the top of the email before the text from the email template.
6. You can insert links to this email by selecting Insert <<Token>>.
For Example, if this email is going to a constituent who has not yet created an account, you can insert an account creation link.
7. To preview, select Preview. When finished, select Next.
8. The Email Text Content will show you what your email will look like as a text-only email without images. Select Next.
9. Complete the fields on this page. When finished, select Save.
|
Field Name |
Description |
|
| A. |
Email Name |
Enter a name for this email version. This is a required field. |
| B. |
Email Subject |
Enter an email subject that constituents will see. This is a required field. |
| C. |
From name |
The from name will appear on this email |
| D. |
From email address |
Enter a from email address. This is a required field. |
| E. |
BCC email address |
If you or someone else from your team would like to be notified when the email is sent, add those email addresses here. Multiply email addresses can be added here. |
10. Send a test email to see how the new version will look. Enter the email and select Test.
Check the box below if you would like to make this version the default version.
When email is ready, select Ready to Send.
Note: Emails cannot be edited after they are marked as Ready to Send.
Calendar Reminders
When editing the message settings for the Event Registration and Event Reminder system emails, you now have the option to Attach Calendar Reminder. When this setting is enabled, Neon will add links to the email so that recipients can add the event to their iCal, Outlook or Google Calendar.
1. Navigate to Settings Icon and Select Global Settings
2. Under Communications, select System Emails
3. Select View Settings & Versions
4. Select Edit
5. Mark a check next to Attach Calendar Reminder
Recommended Related Articles
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- Creating Conditional Emails
- Creating a Letter Template
- Setting Membership Due and Overdue Emails
- Creating System Email and Letter Settings