The Email Blast feature is a powerful tool designed to simplify the process of sending ad-hoc emails to a group of users. This feature is especially useful for communicating updates, announcements, or specific information to a targeted audience quickly and efficiently. Below, we will guide you through the process of utilizing this feature, including how to generate and upload a user list.

Step 1: Generating a User List

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.

Step 2: Preparing Your User List File

Once you have generated your user list, you need to prepare the file for upload. The Email Blast feature requires the file to be in Excel format (.xls or .xlsx) and to contain a column with Login ID values. Best practice will be to remove any extra columns in your file.

Step 3: Uploading Your User List

With your user list prepared, you are now ready to upload the file and send your email blast. Follow these steps:

1. Access the Email Blast Feature: Navigate to the Administration Menu and under the “Social” header click Email Blast.

2. Upload Your Excel File: Click “Select” and a modal will appear where you can select a file from your File Explorer and click “Upload User List.” Cognition will verify the file format and contents. You will see a summary of the Users in file, Users match, Users Matched with an Email, and Users Report Excluded.

Open

Note: You can click “View Details” to get an Excel report with the user details.

Step 4: Crafting your Email Blast

1. 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!

Open

Available Token Replacements

To use a token in your email blast, simply insert the token wherever you’d like the populated information to show.

2. 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.

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.

When you upload your user list and the system detects report excluded users, you will be presented with two options:

• Email All Associates: This option sends your email blast to every individual on your list, including those marked as report excluded. Choose this if the information needs to be disseminated to everyone, regardless of their current status.

• Email All Except Report Excluded: Selecting this option ensures that your email blast goes out to all intended recipients except for those who are report excluded. This is often the preferred choice when the communication is not relevant or necessary for those on leave.

If there are no report excluded users that are part of your user list, when you click “Send Email Blast” you will be presented with a Summary page that shows how many emails were successfully sent!

Tips for a Successful Email Blast

• 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 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.