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How to Send Emails from Manage Users
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SurveyMonkey Apply has an email tool that allows you to communicate with your site users. Emailing users at key stages helps to keep them on track throughout your process. Although we have ways of automating emails by Sending Emails using Automations. In some cases, you may need to reach out to them manually. This email will walk through how to send an email through the Manage Users section of your site, however, you can also send emails through the Manage Applications section of the individual program.

In this Article...

 

Manage Users Email - Overview

Within this section, you can reach out to the users in your site over email. This is common if you wish to reach out to specific users about their account. For example, you have noticed that a reviewer has not yet logged in to complete their rankings.

One thing to keep in mind is that if you are looking to send an email to an applicant based on details within their application, we would recommend doing this through the Manage Applications section of the program. The reason for this is because through that section you will be able to include Piping Variables related to the application. If you are sending the email through Manage Users you will not be able to access specific information about the applications.

Sending a Large Number of Emails at Once

WARNING! If you are sending a large number of emails there may be a delay between the time you click Send Email and when the confirmation appears, as the system works to send your emails. Once the emails have all sent you will then see the confirmation. Please ensure you don't press the Send Email button multiple times as the email will send multiple times and we are unable to stop emails once they have been sent.

 

How to Send an Email from Manage Users

Send emails to individual or groups of users about their status, deadlines or other important communications.

To manually send an email to a user or group of users:

  1. Go to Manage Users
  2. Select the users you wish to email. You can use the Search by or Filters to pull up a list of specific users.
  3. Click the checkbox next to the user(s) you want to email.
  4. Click the Email icon.
  5. Choose to Compose a New Email or Send an Email from a Template

Compose a New Email

To compose the email:

  1. Select the From Address that the email will be sent from. These emails can be modified within the Emails section of the site.
  2. Enter the subject line of your email. 
  3. Optional: Include any files up to 5MB by clicking Add attachment and select the file you want to attach from your computer.
  4. Enter your content and format the message as needed.
  5. Optional: Add Piping Variables to your emails in order to personalize the emails you are sending to the recipients.
  6. Review your recipients. By default, the user(s) you selected are added as recipients on the email. If you wish to add additional recipients enter Add Extra Recipients who were not included in the original recipients list. This is not considered a CC and you will not be able to add a CC to this email.
  7. Choose to send your email immediately, or schedule it for a later date and time. Please see How to Manage Scheduled Emails for more information.
  8. Optional: Save your email as a template by clicking the Save as template button above the email editor.
  9. Optional: Preview the email
  10. Click to Send Now or Schedule Email depending on the option you chose in step 8.

Send an Email from a Template

To compose the email:

  1. Select the From Address that the email will be sent from. These emails can be modified within the Emails section of the site.
  2. Enter the subject line of your email. 
  3. Optional: Include any files up to 5MB by clicking Add attachment and select the file you want to attach from your computer.
  4. Click the Email Templates button at the bottom of the page
  5. Select the template you wish to use.
  6. Optional: Add/edit Piping Variables in your template in order to personalize the emails you are sending to the recipients.
  7. Review your recipients. By default, the user(s) you selected are added as recipients on the email. If you wish to add additional recipients enter Add Extra Recipients who were not included in the original recipients list. This is not considered a CC and you will not be able to add a CC to this email.
  8. Choose to send your email immediately, or schedule it for a later date and time. Please see How to Manage Scheduled Emails for more information.
  9. Optional: Save your email as a template by clicking the Save as template button above the email editor.
  10. Optional: Preview the email
  11. Click to Send Now or Schedule Email depending on the option you chose in step 7.

For more information on Templates, you can refer to How to Manage Email Templates.

 

Preview your Email

After you have composed your email, you can select Preview Email to view your email as it will appear to the recipient(s). You can also click Send Test to send yourself an email to see how the email formatting looks in your email program. For the Preview Email, if you have Piping Variables the Preview will choose one of the users from your recipient list to preview and you will be able to see the piped in information in the email if it is applicable to that user.

NOTE: The Send a Test Email feature will NOT send attachments or include Piping Variables. It is simply meant for testing the format and deliverability of the emails. For more information, refer to How to Test your SM Apply Site - Testing Emails

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