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Before you can send an email blast, you need to generate a list of users to whom the email will be sent. This list can be created through several tools, depending on your specific needs:
User Report: This report generates a comprehensive list of users within your organization, allowing you to select those relevant to your email blast.
Assigned Learning Module Status Report: Use this report to target users based on their progress or completion status of specific learning modules.
Position User Export: If you need to send an email to users based on the position(s) they belong to, you can download a position user report.
HR Group User Export: For emails intended for specific HR group users, you can download a HR group user list.
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Compose Your Email: After the successful upload of your user list, you will be prompted to write your email. This is where you can craft your message, add a subject line, and utilize formatting tools available. The “Body” field of the email blast supports Markdown and token replacements to auto-fill information for each user’s email!
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To use a token in your email blast, simply insert the token wherever you’d like the populated information to show.
Example Tokens | Email Output |
|---|---|
Hello $FirstName$, It is time to begin setting goals in Cognition! You will work with your supervisor, $SupervisorFirstName$ $SupervisorLastName$, to set and work on your goals this year. | Hello Hannah, It is time to begin setting goals in Cognition! You will work with your supervisor, Jessica Holmes, to set and work on your goals this year. |
Send Your Email Blast: Once your email is composed and ready, proceed to send it. The system will use the Login IDs in your uploaded list to distribute your message to the specified users.
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When sending out email blasts to a list of users, it's common to encounter a scenario where certain individuals are marked as "report excluded." These users might be If your user list has any users who are currently report excluded, you will be prompted to decide whether you would like the email to be sent to these users. Report excluded users may be users who are on leave or otherwise temporarily exempt from regular communications. Our system recognizes this and provides options to tailor your email blast accordingly.
When you upload your user list and the system detects report excluded users, you will be presented with two options:
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Review Your User List: Ensure that your user list is current to avoid sending emails to outdated or incorrect Login IDs.
Clear and Concise Content: Since you're sending an ad-hoc email, make sure your message is clear, concise, and directly relevant to the recipients.
Test Before Sending: Use the Markdown preview button to ensure that formatting and content appear as intended. You can also send the email to a user list with just yourself or other admins as a test if you’d like to double check any tokens or links that you’ve included.
By following these steps and tips, you can effectively use the Email Blast feature to communicate with your desired group of users associates efficiently and effectively. This tool is invaluable for keeping your team informed and engaged with the latest updates and information relevant to their roles and activities within the organization.