Create an Auto Action to Send Email

SAM can send emails on behalf of your team. This is a great way to communicate with clients about their case status or notify staff and community partners of upcoming events.

Examples of SAM Auto Action Emails

• When application received date is entered, send a welcome email to families
• When a case worker's license expires in a month, notify the case worker and supervisor
• When a new donation is received, send an email to thank the donor
• Once a week, send a list of available foster homes to the program manager
• When an application has been approved, send an email to notify the family 

Requirements

1. Email Sending Settings must be setup before Auto Actions can send emails.
2. Template must be pre-built to select for the Auto Action. Template must relate to the trigger. 
3. Write out what the Auto Action is supposed to do and connect it to your workflow.
4. Identify what triggers the Auto Action to occur. Determine the Table in SAM that corresponds to the identified trigger.
5. Test the Auto Action. Review that SAM completed the action as expected. 

Create an Email Auto Action

Notes about Email Recipients 

• SAM will present available email account associations linked to the record, like Case Worker. Associations are pulled for Tables included on the Template selected. 
• You can send this email to any email address, not just emails displayed.
• If an email address type is selected, but the recipient does not have that email address type entered on their record, the email will not be sent.
• Sending emails to all of an entity's email addresses will slow down your system. 
• Recipients will receive an email to each email address selected. 

Notes on Email Sent From 

• System Default Email Account - This is the email account used for Default Email Sending Settings. Typically this is a generic info@ account or your SAM Lead.
• Specific Users Email Account - Generates a list of all SAM users with email account setup.
• Specific User by Role - Generates a list of linked Person records to the Main Record, like Case Worker. If the Person record does not have their email sending settings setup, SAM will send from the default email account.
• Reply-To - Enter the correct email if the "reply to" email should be different than the sending email. SAM will only accept one email address in Reply-To.

Confirm Before Sending
 

This setting determines if the email is sent automatically or if a user must confirm the email to go out.

When triggered, the User Sent From selected will see a pop-up with the email message at next login.

User Options at Email Confirmation Popup

Confirm and Send Email - Sends the message to the recipient email addresses. Copies the email to a Communications on the record's sidebar.

Edit Body - Opens to write additional text and format the message.

Cancel - Terminates the email from sending.

Snooze - Closes the email temporarily for the designated time. The email will open again in 2 hours or other custom time entered. 

Close the confirmation window - This will close the email immediately, but reopen when the users changes screens.

View Email History

This report shows the past emails sent from this Auto Action, who the email was sent to and sent from, cancelation status, and sent date.