Support Center

Communication Management

Last Updated: Apr 04, 2016 12:54PM EST
Communication Management is a tool that allows you to send out information to groups of people. It is best used when sending routine information, such as electronic newsletters, board agendas or non-emergency related items. Emergency-related information and other timely dispatches should be sent using Instant Connect.

You find Communication Management by going to the Admin Home of your site, on the left under Administration Options.


When you would like to send out a new Email Communication, click +Add Communication under Add A New Email Communication.



You will be presented with the Communication Template. There are several fields that may be filled out to customize your communication:

 
  • Title - The Title of your communication will show up in the CMS. Titling your communication will help you find and reference previous communications easily.
 
  • Priority - Selecting a higher priority can help ensure that your communication is sent out faster than a lower priority communication.
 
  • From Email and Name - This field reflects the name of your organization and cannot be edited.
 
  • Subject Line - Text added here will appear in the Subject Line of the email that is sent.
 
  • Newsletter Text - Type and format your message here. This window functions similarly to the Text Window Component and allows you to use HTML for advanced editing.
 
  • Attachments - Files such as PDFs or images can be included in your communication as well. Click the Browse button to select a file to attach to your communication. Click the Add button and the attachment will appear with the Existing Attachments.
 
  • Save/Cancel - Once you have finished creating your communication, click Save to proceed to the next step. If you would like to discard your current communication, click Cancel.


After saving your communication, the Recipients and Send tabs will appear. Click on the Recipients tab to configure who will receive your communication.

There are several ways to add recipients to a communication:
  •  Manually Add Recipients - Enter a Name and Email address for a recipient. Alternatively, you can add several recipients at once by adding email addresses to the Bulk Insert textbox separated by commas. When finished adding, click Manually Add Recipient below the textbox.
 
  • Add Alumni by Year - Select from registered Alumni by graduation year. Check any corresponding checkboxes, then click Add Alumni to Recipient List below.
 
  • Add Email Distribution List - Select from different distribution lists here, such as users who have signed up for Alerts in the Public User Database. Check any corresponding checkboxes, then click Add to Recipient List below.
 
  • Add Staff by School - This option allows you to email the entire staff of a school. Use the dropdown to select which school you would like to add to your recipients, then click Add Staff To Recipient List.
 
  • Add Notification Group - Select from available Notification Groups to send your communication to. Check the corresponding checkboxes for any groups you would like to email, then click Add To Recipient List.

After you have selected your recipients click the Save button at the bottom to save your recipients. If you would like to clear your list and start again, click Clear Entire List. You are now ready to proceed to the Send tab of the Email Communication.


Click on the Send tab when you are ready to send your communication. It's a good idea to send a test communication before performing a Live Send. You can specify the Recipient Name and Recipient Email that the test communication will be sent to. When you are ready to send the test, click Test Send Communication. An email will be sent only to the test recipient, which allows you to preview your communication before sending it to all recipients.

When you are are ready to send your communication to all recipients specified in the Recipients tab, click Save & Send.







When you would like to send out a new Text Message communication, click +Add Text Message under Add A New Text Message.





You will be presented with the Communication Template. There are several fields that may be filled out to customize your communication:

 
  • Title/Subject - The Title of your communication will show up in the CMS. Titling your communication will help you find and reference previous communication easily. The Title/Subject will also appear in the subject of the text message that is sent out.
 
  • From Email and Name - This field reflects the name of your organization and cannot be edited.
 
  • Message - Type your message here that would like to send out. Because text messages are limited to a certain amount of characters, a Characters Remaining indicator appears above the Message textbox to let you know how many characters are left.
 
  • Save/Cancel - Once you have finished creating your communication, click Save to proceed to the next step. If you would like to discard your current communication, click Cancel.


After saving your communication, the Recipients and Send tabs will appear. Click on the Recipients tab to configure who will receive your communication.

There are several ways to add recipients to a communication: 
  • Manually Add Recipients - Enter a Name and Cell Phone number for a recipient. Use the Carrier dropdown to select the recipient's cell phone Carrier. After you have properly entered the Name, Cell Phone number and Carrier for your recipient, click the Add Recipient button.
 
  • Add Staff by School - This option allows you to send a text message to the entire staff of a school. Please note that only staff members who have cell phone numbers entered into Staff Management will be added to the recipient list. Use the dropdown to select which school you would like to add to your recipients, then click Add Staff Recipients.
 
  • Add Notification Group - Select from available Notification Groups to send your communication to or add recipients who have subscribed to the School Closing Notification Group. First, select whether to send the message to the School Closing group or Your Notification Groups using the radio buttons. Next, check the corresponding checkboxes for any groups you would like to text, then click Add Public User Subscribers.
If you would like to clear your list and start again, click Clear Entire List. Once you have added your Recipients, you are now ready to proceed to the Send tab of the Text Communication.

Click on the Send tab to when you are ready to send your communication. Click the Save & Send button to send your text message communication to all recipients specified in the Recipients tab.


To manage existing Notification Groups or create new ones, click on +Notification Groups.



Notification Groups allow you an organized way to send out communications. Users may subscribe to Notification Group by signing up in the Public User Database.

You can create a new Notification Group by clicking Add Notification Group. Type in a title in Group Title, then click Save to add your Notification Group or click Cancel to return to discard changes.

The Notification Groups of your site will appear under Existing Notification Groups. There are several ways you can manipulate these groups:
  • Up/Down Arrows - Click one of the arrows next to a Notification Group to move it up or down on the list. This can help you organize your list of Notification Groups.
 
  • Edit - Click Edit to change the name of the group or see how many users have subscribed. You can also add a Notification Area to the group by clicking Add Notification Area. This can help you to further refine your Notification Group, allowing users to sign up for your Notification Group or any Notification Areas of that group in the Public User Database. For example, you could have an Athletics Notification Group with Baseball, Football and Soccer Notification Areas.
 
  • Delete - Click Delete to permanently delete the Notification Group.




To add a new Email Distribution List, click the +Email Distribution List button.




There are several fields here to customize your Email Distribution List:
  • Distribution List Name - Type the name of your list here. The name will appear in the CMS, helping to distinguish lists from one another.
 
  • Show Public Users - Click here to see all users who have signed up in the Public User Database. Use the checkboxes to include users in your list.
 
  • Show Staff Members - Click here to see all staff members in the CMS. Use the checkboxes to include staff members in your list.
 
  • Manually Add Recipients - To manually add a recipient to your list, you will need to provide the Recipient Name and Email Address. Alternatively, you can also add a bulk quantity of email addresses by adding them to the large textbox, separating emails by commas. When you have finished filling out the necessary field(s), click Manually Add Recipient to add them to the list.
 
  • Save/Save and New/Cancel - After you have added your recipients to your list, click Save to save your Email Distribution List. You can also click Save and New to save the list and begin creating a new list. Click Cancel to discard changes.
You can also manage existing existing Email Distribution Lists below the +Email Distribution List button. Click Edit to edit a list or Delete to delete the list entirely.


To manage communications that have already been created, look at Manage Existing Text & Email Communications. There are several options available to help you manage the communications:
 
  • Show Mine Only - Checking this checkbox will filter the communications, only showing ones that have been created by you.
 
  • Delete All Communications - Pressing this button will permanently delete all communications. Make sure that you actually want to get rid of all communications before proceeding with this option.
 
  • Copy - Make a copy of a communication. You can edit and send this copy as if creating a new communication. Be aware that when editing a copy of a communication, the message text may have special formatting or HTML from the communication that was copied.
 
  • Edit - Edit a communication. You can change the message, recipients and many other things about the communication. You can send this communication again just as you would a new communication.
 
  • Delete - Delete a communication. This will entirely get rid of a communication from Communication Management.
 
At the top of the Communication Management page, you will see a link to Turn ON/OFF your Weekly Newsletter. Clicking here allows you to toggle whether the weekly newsletter is sent out. Please note that as the weekly email goes out over the weekend, you can only update this setting Monday - Friday.
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