Email Templates

Templates are available to create consistent, personalized emails for client records. This saves your team time from copying and pasting client details or rewriting standard agency communications.

There are several ways to send emails from SAM:

From a Client Record
After Submission of a Public Form
From an Auto Action
From a Bulk Email

Send an Email from Client Record

Users can email a template from any record. Templates will populate client data from the record and can be sent to different roles and email accounts connected to that record.

In SAM, open a record > click Templates (sidebar) > Select Email > select the template to be sent > select an email address to send to > Save > refine the email > Send

This email is saved under Communications for the record. The email should also be available in the sender's Sent emails with their email service provider.

Beneath the email address entries for the record, SAM will display roles and their email address options to select. Alternatively, users can enter an email address to send TO, CC or BCC.

Multiple Template Options

Depending on a Template's setup and the client's case, SAM may display multiple templates for users to select which information applies to the email. This often presents when a record has multiple cases.

Review the Template options and choose the template with information you'd like to share in the email. Click the Select button to the left of each option.

Setup an Auto Action

Determine when your team should be notified and what data entry triggers an email to be sent. Often, entering a date will trigger an email when a task is completed.

SAM Guide: Email Auto Actions

Send a Bulk Email

Sending emails to multiple recipients can be done from SAM's Reports.

In SAM, click Settings (gear icon) > Tools > Reports > open the Report desired (filter as needed) > Open Report (sidebar) > Send Bulk Email (sidebar) > Confirm Entities To Exclude from Mass Mailing > Save > check box next to email address recipients desired > Save >

Review bulk email recipients (use trashcan icon to delete a recipient) > Save > select Bulk Email type > click Send Bulk Email Using Template or Manually Enter the Bulk Email Body > click desired Template > setup your Bulk Email (see below for options) > Save

Available Templates shown reflect the Tables included on your Report.

Setup Bulk Email

When selecting this option, you will be redirected to select the Template. Once selected, you will be redirected to the Setup Bulk Email Page where the following information can be filled out:

Scheduled or Sent Immediately - when to send bulk email. Enter Date/Time for a scheduled email.
Send from Account - Send from initiating User's email or the default email. Enter a Reply To email, if desired.
Attachments - Up to five (5) attachments can be included.
Subject & Body - Pre-filled from the Template or empty to draft when Manually Enter the Bulk Email Body is selected.

Bulk Email Details

Changes can be made using the Sidebar of the Bulk Email Details screen:

Edit Email - Directs users back to Setup Bulk Email screen to make changes.
- Only an option if Status = Stopped/Suspended
Edit Recipients - Directs users to Confirm Recipients to make adjustments, if needed.
- Only an option if Status = Stopped/Suspended
- Once a Bulk Email is setup, SAM will not update recipients, even if the original report is adjusted. To modify recipients, Stop the Bulk Email and start over.
View Recipients - Directs users to a screen with the Name of the Record link to SAM Record/Email, Success Status and Error Message.
Stop/Suspend Email - Terminates sending of the Bulk Email. To restart, click Activate/Resume.
Test Send - Send a test of the bulk email as it would be sent through this function.

Bulk Email Status

Completed - Bulk Emails that have finished sending without errors or being Stopped/Suspended.
Stopped/Suspended - Bulk Emails that have been discontinued from sending.
Scheduled - Scheduled Bulk Emails have been planned, but have not yet sent.
Sending - Bulk Emails that are actively being sent.
Unsetup/Incomplete - The Bulk Email has not been setup properly and will not run. You should Edit the Email to try again.

Bulk Email History

Bulk emails that have been setup can be accessed through Settings. This screen provides a history of Bulk Emails that have been setup and it's stats. Individual Bulk Emails can be accessed through Details icon to the right of each email record.

In SAM, click Settings (gear icon) > Tools > Bulk Emails

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