Email Jobs to a family group

Owned by
Tristin Adam
Last updated: May 18, 2024
4 min read

You can now attach Client documents to an email job that is sent to a family group.

Important:

Any client documents that are attached to the email job will be shared with all recipients of the email job. If the recipient clicks the link in the email and enters their client portal credentials then they will be able to view the document.

It is recommended you send separate email jobs to each client in the group if you do not want all recipients to have access to all the attached documents.

If all clients selected for the email job have the same Group then group mode is enabled when attaching documents.

Note: It is not a requirement that all clients in the group are recipients of the email job. As long all clients receiving the email job have the same Group then Group mode will be enabled. All client folders belonging to the group will be displayed, not only those that are selected as recipients of the email job.

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Group mode

Group mode will display all client folders belonging to the group when the user is adding attachments to the email job.

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If there is restricted access on a client or folder then these will only be visible to staff with the correct permissions.

Group mode limitations:

  • There is no option to upload a document to the client folder in the Attach or Attach for signing dialog

  • You cannot add a document with the same file name across all the client folders. You will need to add it from each client folder separately. This functionality is still available for email jobs not sent to a group.

Documents for signature

When a client document is attached to the email job for signing, the signatures are tracked in the Email Jobs grid.

It is assumed all recipients of the email job will be required to sign the client document if they are:

  • A contact of the client AND

  • Have Folder Access Permitted ticked.

Example scenario for the Smith Family

I want to send an email job to the Smith Family group with four documents for signing:

  • Steve and Sally will each sign their individual documents

  • Both Steve and Sally will sign a document for Steves Construction Ltd

  • Steve, Sally and their daughter Jasmine will sign a document The Smith Family Trust.

Steps taken:

  1. Log in to the Business Portal and select the Clients menu

  2. Filter for Group ‘Smith’

  3. Click Send Email icon

  4. Select template if required

  5. Click Attach for signing and attach each of the four documents

  6. Review the Schedule tab and update as required

    1. Change the contact type to <All>. This will display all contacts that have Folder Access permitted in the Recipients tab. The Contact type can also be configured in the Template

  7. Review the Recipients tab and untick contacts that are not required to sign

    1. Click the Distinct Contacts button. This will untick duplicate contacts so they only receive one email. However the email job will only be logged in the client history for Clients that have a recipient ticked.

  8. Click Send

  9. Select Email Jobs from the menu

  10. The email job is tracking the documents for signing by Steve, Sally and Jasmine. If reminders have been set up, they will be sent to a contact until they have signed all the documents and the Task Status changes to Complete.