Once your guests have registered or purchased tickets to your event, you may want to send them an email with details on the event. This can be anything from a welcome email, change of venue email, to the speaker or content line up. No matter what you wish to send to your registered guests or ticket purchasers, there is one convenient location for you to facilitate sending emails to these guests. There are two ways for you to edit your templates, the first is within the Event Workspace and the second is in your Mail Room. Both are covered below.
To get started, it is first advised to create your Mail Room list that you wish to send emails to. This is where we will start.
1. Create a Mail Room List of Guests
To use Templates from your Mail Room or Send To An Email List within the Event Workspace, you first must create a Mail Room list for your guests. The easiest way to create this list is to go to the event that has the guests that you want to email. To access an event list simply click, Event Management > Event List - from the main menu on the left-hand side:
This opens all your events. From here, select the event that has the guests you wish to email. Open the corresponding event by using the Open
icon. This opens your
Event Workspace screen for the event you selected. From here, click on the
Event Guest List tab:
This opens the event guest list for this event. From here you can add all your guests, or some of the guests, that you wish to email. To add all your guests, place a checkmark in the "Select All Records On This Grid Page" checkbox:
Or if you only want to select a few guests, place a checkmark in the guests checkmark box for the guests that you want to send emails to:
Once you have the guests selected, you will add them to the Mail Room. With your guests selected, click the Choose Bulk Action for Selected Records drop-down box, and select "Create Mailroom List With Selected Records:"
With "Create Mailroom List With Selected Records" selected, click the "Run Bulk Action" button. This opens the Add A New Mail List screen:
From here you need to enter these fields:
- Email List - For an email list, you will place a checkmark in this box. One list type is required from this section.
- US Mail List - For a mailed list, you will place a checkmark in this box. You can create the same list for multiple types by placing checkmarks in one, two, or all types.
- Text List - For a text messaging list, you will place a checkmark in this box.
- Mail List Title - Enter a name for your list. This is a required field.
- Department - If this list belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
- District - If this list belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
- Precinct - If this list belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
Once these fields have been filled out, click the "Add This List" button to add your new list to your Mail Room.
If you wish to add other constituents to this list or if you wish to create a constituent list outside of your event guests or ticket purchasers, please refer to our other KB Article -
Add Constituents to the Argenta Mail Room.
2. From the Event Workspace - Email Notifications tab:
Within the Event Workspace there is a designated tab for email notifications called Email Notifications. By clicking this tab, you will see the default event notifications that are built into this event. Select "Edit Template" to open a template and edit the template to send to your event guests. Clicking Edit Template opens the Design or Update Event Notification Email Templates screen:
From here you will design your email:
- Send A Test Email - Use this button to send a test email. Once you click the button, the Select A Constituent screen will open for you to search for and select a test recipient to receive this test email. This would typically be yourself or some other member of your team. This is a great way to view the email, proof-read it, and ensure its completeness before sending to your guests.
- Send To An Email List - Use this button to send this email to an email list immediately. You first need to have created an email list. For help creating a list, please see #2 Create a Mail Room List of Guests from below. Once you click this button, the Select A Mail List window will open. From here you can search for and select your list. With your list selected, click the "Let's Do This!" button to send your email immediately to your list.
- Schedule Email To Email List - Use this button if you would like to schedule a specific time to send your email. Clicking this button opens the Schedule Email window:
From here you can select the exact date and time you want the email sent. Use the calendar 
selector to select the date and the time 
selector to set the time. Next, you will select the Mail Room list you wish to send this email to. Type in a full or partial name of the list and click enter or the Search 
icon to search for and select your list. With this information entered, click the "Let's Do This!" button, and your email will be scheduled to be sent at the date and time you selected. - Send To Guest List - If you would like to send the email to your guest list use this button. Click this button and then click "Let's Do This!" to immediately send your email to your full guest list.
- Schedule Email To Guest List - Use this button if you would like to schedule a specific time to send the email to your guest list. Clicking this button opens the Schedule Email window. You can use the date
selector to set the date for the email, and the time 
selector to set the time for the email to be sent. With the date and time set, click "Schedule It!" to schedule the email to be sent at the exact date and time you selected. - Save All Template Changes - To save all the changes you have made to this template, click this button.
- From Email Address - If you have validated your email address with us, the email address you enter here will be shown as the from address when the recipient receives the email. If you haven't validated your email address with us, the email will be sent from [email protected] and your email will be used as the reply to email address. For more information on how to validate your email address, please see our other KB Article - Validating An Email Address.
- Include A Greeting - Place a checkmark in this box if you wish to use a greeting for your email.
- Greeting - If you placed a checkmark in the above box, set your greeting here. This could be: Welcome, Hello, Good Day, etc. This will be displayed at the top of your email followed by the field you select below. ex: Hello Jane, for first name or Hello Jane Doe for full name, etc.
- Field - Select the field to be followed by the greeting. Your options are: First Name, Full Name, Prefix and Last Name.
- Email Body - To edit the body of the email or create the body of the email, click this button. This opens the body of the email for you to edit or create your message:
Most of your normal Word elements are built into this text editor for formatting and designing your email. Use the icons and text box area to format your message. This is where you will type out your message, add attachments and/or links to your email message. If you are unfamiliar with Word elements or unsure of what all the icons do, you can hover your mouse over the icon and its title/explanation will show. For your convenience some of the important icons you may use are:
Use this icon to add an image to your email. By clicking this icon, it opens the Image Manager where you will upload your image and select it to add it to your email. To upload an image, click the "Upload" button which allows you to search for and select the image from your host computer. With an image selected, click the "Upload" button to upload the image to your manager. Once the image is in your manager, you will select the image and click "Insert" to insert your image into your email.
Use this icon to add a document to your email. By clicking this icon, it opens the Document Manager where you will upload your document and select it to add to your email. To upload a document, click the "Upload" button which allows you to search for and select a document from your host computer. With a document uploaded, click the "Upload" button to upload the document to your manager. Once the image is in your manager, you will select the document and click "Insert" to insert your document into the email.
Use this icon to add a hyperlink to your email. By clicking this icon, it opens the Hyperlink Manager where you will add the details of your hyperlink. On the Hyperlink Manager window you will enter the URL for your link, the link text you wish to have displayed for the link, if you wish to have the link open in the same or a new window, a tooltip and you can even apply a special color class to your link.
Use this icon to spell check your email. By clicking this icon, your email body will be checked for spelling errors.
Use this icon to add a table to your email. By clicking this icon, you can add a table to your email.
Make sure and save your changes to the email body and template by clicking the "Save All Changes & Continue" button to save your changes and continue using the template or "Save All Changes & Exit" button to save your changes and be returned to the Event Workspace.
3. Use Templates in Mail Room to Send Emails to Guests
With your Mail Room list created, you can now work on crafting your email to your guests. To get started, click Communication > Mail Room - from the main menu on the left-hand side:
This opens the Mail Room. From here you will select the Email Templates Icon from the top:
This opens your Email Templates screen:
From here you can add a new template or use one that has already been created. Email Templates are a powerful way to communicate with your
constituents. Our templates allow you to customize the formatting and
text of your emails and save them. You can use templates to send emails to any
email list you've created in the Argenta Mail Room.
Remember to
remind your constituents to white list argentasoftware.com and
argentamail.com so emails from your organization don't get stuck in
their spam filters.
Whether you choose to add a new template or use an existing one, the fields are the same. To add a new template click the "Add New" button from the top. To use an existing template, open the template by clicking to corresponding open icon for the template you wish to open:
This opens the Email Template Workspace screen:
In this workspace you will notice there are three tabs of information. Let's go tab-by-tab and field-by-field:
A. Template Details tab:
On this tab, you will enter the details for the template:
- Record Level Permissions - Set As View Only - Placing a checkmark in this box restricts this
record to view-only access unless the user is the user who created the record,
the user is a master admin, or the user is given specific permission to modify
this record on the Record Permissions tab of this
record. Permissions also work by assigning a department, district and/or
precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Record Level Permissions - Lock This Record - Placing a checkmark in this box locks this
record so that users cannot view or update the record unless the user is the
user who created the record, the user is a master admin, or the user is given
specific permission to access this record on the Record Permissions tab
of this record. Permissions also work by assigning a department, district
and/or precinct. If you have users in your system who are restricted by these
permissions, they will only be able to see records in the
departments/districts/precincts you have granted them access to.
- Template Name - Enter a name for the template here.
- Associated Campaign - If this template belongs to a specific campaign, select the campaign it belongs to by clicking the Lookup
icon. Or if you need to create a new campaign you can do so by clicking the Add New 
icon. - Chapter - If this template belongs to a specific chapter within
your organization or you wish to restrict users by chapter, select the
appropriate chapter from the drop-down list. If you have users in your
system who are restricted by chapter, they will only be able to see records in
the chapters you have granted them access to.
- Division - If this template belongs to a specific division
within your organization or you wish to restrict users by division, select the
appropriate division from the drop-down list. If you have users in your
system who are restricted by division, they will only be able to see records in
the divisions you have granted them access to.
- Department - If this template belongs to a specific department
within your organization or you wish to restrict users by department, select
the appropriate department from the drop-down list. If you have users in your
system who are restricted by department, they will only be able to see records
in the departments you have granted them access to.
- District - If this template belongs to a specific district
within your organization or you wish to restrict users by district, select the
appropriate district from the drop-down list. If you have users in your system
who are restricted by district, they will only be able to see records in the
districts you have granted them access to.
- Precinct - If this template belongs to a specific precinct
within our organization or you wish to restrict users by precinct, select the
appropriate precinct from the drop-down list. If you have users in your system
who are restricted by precinct, they will only be able to see records in the
precincts you have granted them access to.
Once these details have been filled in, make sure and save your changes by clicking the "Save All Changes & Continue" button before moving on.
B. Template Design & Send tab:
On this tab, you will enter the details for your email and send it to your list. To get started, these are the fields you will use:
- Send A Test Email - Use this button to send a test email. Once you click the button, the Select A Constituent screen will open for you to search for and select a test recipient to receive this test email. This would typically be yourself or some other member of your team. This is a great way to view the email, proofread it, and ensure its completeness before sending to your guests. With a recipient selected, click the "Let's Do This!" button to send the email.
- Send Email To A Single Recipient - If you would like to send this email to a single recipient, use this button. This will open the Select A Constituent screen where you will search for and select the recipient that you wish to send your email to. With a recipient selected, click the "Let's Do This!" button to send the email.
- Send Email To A Mail Room List - Once you are ready to send your email to all your guests, you will click this button. Clicking this button opens the Schedule Email window:
From here you can select the exact date and time you want the email sent. Use the calendar 
selector to select the date and the time selector to set the time. Next, you will select the Mail Room list you wish to send this email to. Type in a full or partial name of the list and click enter or the Search icon to search for and select your list. With this information entered, click the "Let's Do This!" button, and your email will be scheduled to be sent at the date and time you selected. - From Email Address - If you have validated your email address with us, the email address you
enter here will be shown as the from address when the recipient receives the email. If you haven't validated your email address with us,
the email will be sent from [email protected] and your email will be
used as the reply to email address. For more information on how to
validate your email address, please see our other KB Article - Validating An Email Address.
- Copy All Selected Team Members - Use this drop-down box to select the team members that you would like copied on the email. You can select one team member or many. Place a checkmark in the corresponding box for all members you want copied on the email.
- Include A Greeting - Place a checkmark in this box if you wish to use a greeting for your email.
- Greeting - If you placed a checkmark in the above box, set your greeting here. This could be: Welcome, Hello, Good Day, etc. This will be displayed at the top of your email followed by the field you select below. ex: Hello Jane, for first name or Hello Jane Doe for full name, etc.
- Field - Select the field to be followed by the greeting. Your options are: First Name, Full Name, Prefix and Last Name.
- Subject - Enter a subject for your email. This will be the subject line that your recipients see when the email is delivered. Ex. Welcome to Our Event, Change of Location for Event, etc.
- Edit Email Body - To edit the body of the email or create the body of the email, click this button. This opens the body of the email for you to edit or create your message:
Most of your normal Word elements are built into this text editor for formatting and designing your email. Use the icons and text box area to format your message. This is where you will type out your message, add attachments and/or links to your email message. If you are unfamiliar with Word elements or unsure of what all the icons do, you can hover your mouse over the icon and its title/explanation will show. For your convenience some of the important icons you may use are:
Use this icon to add an image to your email. By clicking this icon, it opens the Image Manager where you will upload your image and select it to add it to your email. To upload an image, click the "Upload" button which allows you to search for and select the image from your host computer. With an image uploaded, click the "Upload" button to upload the image to your manager. Once the image is in your manager, you will select the image and click "Insert" to insert your image into your email.
Use this icon to add a document to your email. By clicking this icon, it opens the Document Manager where you will upload your document and select it to add to your email. To upload a document, click the "Upload" button which allows you to search for and select a document from your host computer. With a document uploaded, click the "Upload" button to upload the document to your manager. Once the image is in your manager, you will select the document and click "Insert" to insert your document into the email.
Use this icon to add a hyperlink to your email. By clicking this icon, it opens the Hyperlink Manager where you will add the details of your hyperlink. On the Hyperlink Manager window you will enter the URL for your link, the link text you wish to have displayed for the link, if you wish to have the link open in the same or a new window, a tooltip and you can even apply a special color class to your link.
Use this icon to spell check your email. By clicking this icon, your email body will be checked for spelling errors.
Use this icon to add a table to your email. By clicking this icon, you can add a table to your email.
Once you are satisfied with the body of your email, you can save your changes and exit the template by clicking the "Save All Changes & Exit" button or "Savel All Changes & Continue" button to continue working on the template. Either way save your changes before moving on.
C. Record Permissions tab:
This tab controls the record permissions for the template.
View Only Access:
Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.
Locked Record Access:
Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permission for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.