The ability to use email templates is available with the Pro and Enterprise subscriptions. Contact your Client Success Manager to confirm details about which features are included in your specific subscription.
An email can be sent within GivingData from the Interactions tab of a record (e.g. organization, request, payment, etc.), with the option to utilize an email template. The email is automatically added as an interaction on the record. Email replies from the contact are logged within the interaction, and staff can reply within the email thread directly from the interaction.
Send an Email
- Navigate to the record, (e.g. organization, request, contact, etc.) and click the Interactions tab.
- Click Send Email and select either New Email or one of the available email templates in the list.
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Email Templates contains details on configuring the available templates.
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Email Templates contains details on configuring the available templates.
- Complete the fields, and then click Send.
- To - Search for and select one or more contacts or staff members as the main recipients of the email. You can also type an email address and press Enter.
- CC - Optionally search for and select one or more contacts or staff members as CC recipients of the email. You can also type an email address and press Enter.
- Subject - Enter a subject for the email, or edit the templated subject.
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Message - Enter the message body of the email, or edit the templated message.
An interaction is automatically created for the record with the interaction type of Communication: Email.
Manage Email Replies
If an email recipient replies, the staff user and any followers assigned to the interaction receive the replies by email. Users can respond directly in the email chain or within the interaction in GivingData. Follow the instructions below to respond in the interaction.
Do not edit the subject line of the email. Doing so could prevent replies from being logged in the interaction.
- Navigate to the record, (e.g. organization, request, contact, etc.) and click the Interactions tab.
- Click the double arrow icon for the email.
- Click Reply to this Message Thread.
- Enter the message, and then click Reply.
- Note that the internal Comments section is located below the email Reply section on an interaction. Ensure that you are entering content in the correct section before taking an action.
- Note that the internal Comments section is located below the email Reply section on an interaction. Ensure that you are entering content in the correct section before taking an action.
Add Email Attachments
When sending an email from an organization, request, payment, or requirement record, documents can be attached. This can be done when sending a new email, and when responding to an existing email thread in an interaction.
Only existing documents on the record can be selected as attachments. For example, when sending an email from a request record, only existing request documents can be attached.
Super docs cannot be selected as email attachments.
- When sending or replying to an email from record (see the sections above for instructions), click Attach Documents and select the record type.
- Check the box for each document to attach, and then click Update.
- If needed, click the X icon next to an attached document to remove it before sending the email.
- Send the email as described in the sections above.
If the total file size of all attachments is greater than 10MB, an error message displays and the email will not be sent.