Administration - Email: Accessing and Navigating Emails
Accessing and Navigating Emails Overview
An easy way to access emails is to simply click on the client’s email address.
Title Screen
- Select from a series of templates: "Public" ones are made by the licnesees and are ready to use. "Shared" ones were made by someone in your office
- The template puts the Subject line in
- Return receipt if you want to make sure it was received
- The user's name appears here
- Use this if you want to delay sending the email (e.g. you work part time and won't be in the office tomorrow if the client replies quickly)
Contents Tab
- The template brought in some code that will look at the client record for Mr.Assange and put his preferred name in here. (Great for bulk emails as each email gets the right name put in
- Really important to have the Preferred Name in the system! You don’t want the email going out “Dear,”
- Really important to have the Preferred Name in the system! You don’t want the email going out “Dear,”
- Template text brought in, with red text to amend according to your client’s investments.
- More code appears that will adjust according to the client data in your system. In this case, even if you sent it on behalf of someone else, the client’s adviser’s details would come in..
Attachments Tab
- Whatever file you want can be attached to the email before you send it, such as a map of where the parking is near your office, or an FSG.
Recipients/Clients Tab
- Only one name here if you clicked on the client name, but if you did a bulk email, all the names would show up here. Add or change as necessary.
Override from Address Tab
- If you want to system to override the name in the From Section of the email the client receives, use this section.
- For example, a practice might ask an admin person to send out an email invitation to a seminar. Rather than the admin person’s name appearing as the sender of the invitation in the From section, this lets you make it look like the adviser sent the email.
- For example, a practice might ask an admin person to send out an email invitation to a seminar. Rather than the admin person’s name appearing as the sender of the invitation in the From section, this lets you make it look like the adviser sent the email.
- Again, great when sending bulk emails, as when the emails are assembled by XPLAN, each client’s adviser’s email address will appear in the From section (along with that client’s adviser details at the base of the email – see Contents Tab
Miscellaneous Tab
- “Yes” automatically puts a copy of the email straight into Notes so you have a record of what was sent
- This also works if you send bulk emails. Each separate email gets added to the client record.
- This also works if you send bulk emails. Each separate email gets added to the client record.
- Choosing your Note type and Subtype might make it easier to search your client records later.
- Note Permission determines who is allowed to see the email. We strongly recommend “Shared with my groups” as it allows all in your office to see the email.
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