Sending a Direct Email

This article explains how to send an email directly to a stakeholder using Tractivity's Emails module.

Starting Your Email

You have two options for beginning your direct email:

• Go to the Emails module from the top navigation bar. From the left-hand menu, select New Email.
• Go to the Organisations & Contacts module from the top navigation bar. Search for your stakeholder and open their View Contact or View Organisation page. From the left-hand menu, select Email Contact.

On the next page, complete the three-step process for creating your new email.

Step 1: Email Details

For this step, we will outline the basic details of the email.

• Email Subject is simply the email's subject line.
• From Name and From Address show recipients who the email has come from. You can add different email addresses from the System Admin menu (see: Tractivity Email Setup Guide).
• Reply-To Email Address is the address that will receive any replies to your email. You can add different email addresses from the System Admin menu, as above.
• Classification should be set to Direct for this type of email. For more information on Classification, please read this article: Understanding Email Classification.
• Priority marks the email as high or low priority to recipients, if necessary.
• Owner Teams indicates the Users or Teams in your Tractivity system with ownership over this email. This defaults to all Users.

You can choose a Template to use when building your email — convenient for sending emails in a series, or for quickly applying branding. Click the Template you want to use or click Blank to build your email from scratch. You can also select previously sent emails to use as templates.

Include files alongside your email using the Attachments pane. You can attach documents from Tractivity's Library module, or upload files directly from your device: click Browse to open your file browser and select the file or drag and drop it into the Attachments pane. You can include multiple attachments but note that the total size of all attachments cannot exceed 5 MB.

Step 2: Choose Recipients

When sending a Direct Email, you can add recipients either by entering their email address directly, or by selecting from the Contacts, Organisations, and Users in your Tractivity system (or Project).

Click Add Recipient to open a search window. Enter the name of the stakeholder you want to add as a recipient, then check the box under the To, CC, or BCC field for that person. Click Add Selected once you have chosen your stakeholders.

Click Enter Email Address to open another prompt. Enter the email address you want to receive your email, select To, CC, or BCC, then click Add Recipient.

The recipients you've added will appear in the Review Recipients section, under the Manual Recipients tab. Here you can sort and filter your recipients, view how each will receive the email (To, CC, or BCC) under the Type column and remove anyone from the list by clicking Delete on their row.

Once you've added your recipients, click Next, below the Review Recipients section.

Step 3: Build Email

The Email Builder will now load, showing the template or previous email you selected earlier (or a blank canvas, if you selected Blank).

For guidance on using the tools and features in the Email Builder, please visit the Knowledge Base: Help Articles | Knowledge Base.

Once you've finished, save and close the Email Builder. You'll then see a preview of your new email along with the following options:

• Edit Email – reopen the Email Builder to continue working on your email.
• Save as Template – save your new email as a Template for future use.
• Save Email – complete the creation of your new email. This will take you to the View Email page.

Sending Your Email

Before you can send your email to stakeholders, you need to complete a test of the email. This confirms that the From address selected in Step 1 works correctly and gives you a chance to review the finished email in your own email program, such as Outlook.

Click Send Test from the left-hand menu, enter the email address you'd like to send the test to, then click Send Test.

Once the test has been sent, a new option will appear on the left-hand menu: Schedule Email. Use this to send your email to your recipients. Click Schedule Email and, in the prompt that appears, choose the date and time you'd like the email to be sent. When you're ready, click Set to schedule the email.

The email will be sent to all recipients at the scheduled time, and this page will update once it has been sent successfully.