The Schedule tab controls the following information:
- When will the Email Job be sent
- When any follow-up emails will be sent
- If the Job is to recur
- What email stationery is used
- Which staff member receives the response email notifications, and
- Whether the Job requires manager approval\
Schedule Emails
In this area you can define when should the email job start and when there will be one or more follow-up messages.
Field | Description |
Send first email on | Set the date for the initial email to be sent to the client(s). If you wish to send the email immediately, leave the field blank (Now). Any emails set to be sent on a future date will be sent at 3:00am on the scheduled date. |
Send a follow-up email on | Select the first date the follow-up email will be sent. This email will ONLY be sent if the client has not submitted a checklist. |
Send additional follow-up emails every | You can send the same follow-up email every x number of days, until the client submits a checklist. |
Discontinue follow-up emails | You can discontinue any follow-up emails on a certain date. |
Recurring Job
Email Jobs can be set to recur regularly. This is useful for tasks that recur on a regular (eg: monthly, quarterly) basis such as collecting Cashbooks, collecting BAS information, etc.
How to set an Email Job to recur:
- On the Schedule tab, click the Set this Job to be Periodically Recurring option
- Select the recurrence period, i.e., Weekly, Monthly, etc
- Select the date of the Period End, i.e., the end of the first period, for the job to then recur for the next period
- Under the "Offset from Period End" option, select the number of days/weeks/months the first follow-up reminder will be sent either before or after the Period End date. The Offset from Period End number can be a positive number (i.e., will occur after the period end) or a negative number (i.e., will occur prior to the period end).
In the example below, we have set the WebForm Job to recur every 3 months, with the first email to be sent 4 days before the end of the period.
Packaging
Stationery
Nimbus allows you to store a number of different email stationery masters. This option allows you to select specific stationery for the current Email Job. Note that stationery is created and maintained by the Nimbus Administrator. This is covered in the Nimbus Email Marketing Training Course.
Email Bcc
Here you can type the email address for someone who will receive a blind carbon copy of the email job. The system will only allow one email address to be entered here.
Contact Type
Here you can filter which type of client contacts should be in the recipients list. The default is the primary contact.
Notification
Each Client record stores the staff member who is notified by email when a client submits a Webform Questionnaire. This option allows you to override that selection and send any responses for this particular Email Job to the staff member selected.
Approval Workflow
This option allows you to hold the Email Job until the selected staff member approves the Job to be sent. The approval workflow process is as follows:
- The staff member nominated to approve the job is sent an email
- The staff member logs into the Nimbus Practice Portal
- Select Email Jobs from the Navigation menu bar
- Change the View to Jobs for Approval (note this is a standard View)
- Enter the staff member name into the Approval By field to filter the listing for that staff member
- Edit the Job by clicking the blue right arrow
- Click the Schedule tab
- Click the Approved option to select it
- Click the Update button to save the changes and to process the Job
- Nimbus will advise that the emails have been sent or pended to be sent in the future if the schedule is to send on a future date.
Email Job Recipients
The Recipients tab displays a list of clients and contacts who will receive the Email Job. As a default, this list will display the selected clients' primary contacts (the client type can be changed under Schedule > Packaging > Contact type). You can deselect contacts from this list if you do not wish to send them the Email Job, or you can select all clients from your Client listing.
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