Initiative Email Alerts allow administrators to easily send custom email notifications to their audience, keeping participants informed and engaged. Email alerts can also be scheduled ahead of time using the Site Scheduler to easily create custom communication plans.
Table of Contents
- Email Alerts List
- Creating and Editing an Email Alert
-
Sending and Scheduling Email Alerts
- Important Things to Note
Email Alerts List
The Email Alerts list can be found in the Communications section of Pipeline Setup. If your Initiative used Newsletters, they will now automatically display in this list.
Each Email Alert entry will contain the subject line, display the user who created the alert, the date and time it was last edited, and, when applicable, the date and time it was sent. Email alerts can also be deleted from this list.
Creating and Editing an Email Alert
To create a new Email Alert:
- Select Create an Email Alert to display the Email Alert Editor
- The Recipients, Subject, and Body must all be configured to send the Email Alert
- The Subject line for email alerts is limited to 100 characters
- Users or Groups can be selected as Recipients for the Email Alert
- Note: Recipients must have user accounts for your Brightidea system
Brightidea's Email Alerts Body field supports basic rich text formatting, images, and embedded links; however, attachments cannot be appended to Email Alerts. Dynamic fields can also be added to Email Alerts, which will populate with relevant information when sent to the user.
Sending and Scheduling Email Alerts
The Sender name and email address for Email Alerts are configured under Pipeline Setup > Communications > Email Configuration
Before sending, Administrators have the option to send a test email to themselves to check for formatting and links before sending to Recipients.
Once configured, Email Alerts can be sent immediately to the selected Recipients or saved for later sending. Email Alerts saved for later can also be scheduled ahead of time within the Site Scheduler.
Hackathon Quick Lists for Recipients
Quick Lists are dynamic Recipient lists that target users matching specific criteria. Built for Hackathon 5, Quick Lists allow you to quickly and easily target relevant users to send your Email Alerts during the Hackathon event.
The following Quick Lists are available for Hackathon 5 include:
- All users with access: All users and groups in the General Access list
- Users with access but not visited: All users from the General Access list, but have not yet visited the event site
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Users with access but not registered: All users from the General Access list, but have not registered as a participant
- Note: For the above Quick Lists, if the General Access list is set to "ALL," the Quick Lists are disabled. This prevents accidentally emailing all users in the system.
- All registered users: All users who have registered for the event
- Registered users with no submissions: All users who have registered, but have not posted a submission or are part of a submission team
- Users with unsubmitted drafts: Any users with drafts for the event, including users who have already posted a submission or are part of a submission or project team.
- Project room members without submissions: Project Room members who have not posted a submission
- All submitters: All users who have submitted an idea, including Submission Team members
- Submitters with project status: A Quick List for each status for the event will be displayed; each Quick List will send to users with submissions in the respective status.
Adding a Quick List to an Email Alert
- Select one or more options from the Quick Lists dropdown
- Once selected, they will be added to the Recipients field
- Quick Lists can also be combined with normal users and groups in the Recipients list
- Once the Email Alert is sent, any user matching that criteria will receive the Email Alert
- Note: If a single user matches multiple selected Quick Lists, they will receive only one Email Alert.
Important Things to Note
- Depending on the number of Recipients, the send time for an Email Alert may vary; the higher the Recipient count, the longer it may take to send all Email Alerts.
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