Sending an Email Using Select Email Criteria

Note:  In order to use the Select Email Criteria option, complete the following:  1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing; 3) complete the Default Email Address ID field in the Notification Options section on the Human Resources tab in the Email Manager option, if desired; 4) enter up to three email addresses (for Business, Personal, and/or Other) in the Employee File for each employee who will be emailed; and 5) select the Other Communication field for each applicable email address for the employees (a checkmark will appear in the box if the field is selected).

• From the Human Resources screen, select the Options menu and then Select Email Criteria.

• At the Select Email Criteria screen, click the down-arrow button for the Select field to designate the field to use as the basis for entering the criteria in which to select the employees to include when sending the email message.  For example, to be able to send an email message to those employees who have not had a physical in the past five years, select Physical Examination Date; or to be able to send an email message to those employees hired within the last 90 days, select Hire/Rehire Date.

Note:  If Hire/Rehire Date, Probation Date, Termination Date, or Other Date is specified in the Select field and an employee has multiple Hire/Rehire, Probation, Termination, or Other Dates entered in the Employee Dates List on the Employment screen in the Employee File, the system uses only the latest (greatest) Hire/Rehire, Probation, Termination, or Other Date for the employee.

Tip:  To be able to send an email message to all employees, select a field that appears in the Employee File for all employees, such as Hire/Rehire Date or Birth Date, and then leave the date range blank.

• If Benefit was selected in the Select field, the Benefit ID field will appear.  Enter the ID of the benefit to use in the Benefit ID field.  If the ID is not known, click the down-arrow button to select the correct one.

• If Custom Date Fields, Custom Numeric Fields, or Custom Text Fields was selected in the Select field, the Custom Field field will appear.  Enter the name of the custom field (date, numeric, or text type) to use in the Custom Field field, or click the down-arrow button to select the correct one.

• If a date field was selected in the Select field, the From Date and To Date fields appear.  If desired, enter a range of dates in the From Date and To Date fields to display only certain employees with a specified date for the particular field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired dates.  Leave the From Date and To Date fields blank to display all employees with the specified field (for example, see all employees with a certificate entered on the Certificates screen in the Employee File if the Certificate Expiration Date field was selected).

• Click the Display button to see the list of employees who match the specified criteria.

• All the active employees who match the criteria (have the particular field and are within the specified date range, if applicable) and have an email address entered with the Other Communication field selected appear in the Employee Selection List (on the bottom half of the screen).  Specify which employees to include when sending the email message by clicking the box for the Selected column to the left of the desired employee.  A checkmark will appear in the box if the employee is selected.  To select all the employees listed on the screen, click the Select All button located above the Employee Selection List.  If desired, change the filters to modify the employees displayed here.

• Once all the desired employees have been selected, click the Email button to continue.

• The Email Options screen will appear; complete the email options as needed.

Steps to Complete the Email Options

• Click the Execute button to send the emails.

Note:  If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend).  If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.

• A message will appear in the status bar on the Email Options screen once the emails have been sent.

• Click the X in the upper right-hand corner to close the Email Options screen.

Note:  If there was one or more emails that were not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen.  If desired, edit the Recipients List and then click the Retry button to try resending the emails to those employees who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.