The Communication section of the Organization Manager allows site admins to send exhibitors a reminder email encouraging them to complete outstanding items in their task list or update missing required contact information.
Send Reminder
Reminder emails are sent to the owners of approved and published organizations with incomplete profile information, outstanding tasks, or missing required contact types.
The Reminder Frequency setting controls whether emails are sent manually by site admins or automatically by the system. Settings include:
- On Demand - Control and manually send reminder emails at your discretion.
- Daily - Autosend reminder emails to exhibitors everyday in the early morning.
- Weekly - Autosend reminder emails to exhibitors once per week on Monday in the early morning.
When clicked, the Send Reminder Email button displays a confirmation message before sending the communication as the action cannot be undone once the email is sent.
Reminder Emails Queue
The Reminder Emails Queue table logs the history and status of queued and completed jobs.
Data columns include:
- Status - current status of the requested job including Queued or Completed
- Name - the name of the email
- Created - the time stamp of when the mail button was pressed to queue the process
- Started - the time stamp of when the mailing process began
- Completed - the time stamp of when the mailing process completed.
Test Email
The Test Email section gives site admins the ability to preview the exhibitor communication email, prior to sending it out to all exhibitors.
To successfully complete the test, emails must be enabled. If emails are disabled in your portal, navigate to Admin Panel > Site Administration > System > Email Settings and set the Disable Emails setting to No.
Complete the following steps to send a test email:
- Click Send Test Email
- Select the target company to use for the test
- Enter the recipient email address receiving the test
- Click Send
Important Note: Test Emails can only be sent when a Subject and Body are entered in the Message Contents section. Additionally, you must click the Send button to successfully send the test email, hitting the enter key does not send the test.
Message Contents
The Message Contents section gives site admin ability to update and include personalized text.
Site Admins can use the WYSIWYG editor to add and format additional info and details. By default, the following merge fields are included in the communication:
- XXORGANIZATIONNAMEXX - the name of the organization
- XXOUTSTANDINGITEMSXX - a list of outstanding items to complete
- XXORGANIZATIONHUBBUTTONXX - a login button