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Creating Blast Email for New PlanSponsorLink Users

Three templates have been created to help communicate to clients the roll-out of PlanSponsorLink. They are Sample PlanSponsorLink Website Announcement Template, Sample Census Request Template, and Sample Census Reminder Template. These templates provide an introduction to the product, instructions on how to login and access the information, and reminders to complete the census information. Refer to the Blast Email Overview article for information on setting up Blast Emails.

Tier Availability: Essential, Premium, Business

Add-On Availability: PlanSponsorLink

Security Rights Required: Blast Email

Adding a Blast Email Template

  1. From the Application Menu click on Communications\Blast Email
  2. Click the Add button
  3. In the Add Blast Email slider menu add the information. Name and Mailing Type are required fields.
  4. Click on Use HTML box to use HTML-based text
  5. Click Save

Editing or Inserting Text within the Subject & Body tab

  1. Double-click on the new Blast Email template
  2. Click on the Subject & Body tab
  3. Type or insert text.  If HTML based, click the Open Blast Email HTML Editor button. PensionPro tools will open in a web browser. Type or insert text, add hyperlinks, pictures, or create a table.
  4. Click Save

Using the Attachments Tab

The purpose of this tab is to upload and configure files that will be attached to the Blast Email when users send them. A file can be uploaded by clicking on the Add button and in the Add Bulk Email Attachment attaching the file, adding a title, and adding a description (all of which are required fields). The maximum amount that is allowed on one email is 2,000 KB or 2MB.

 

Using the Recipients Tab

The purpose of this tab is to determine who will be receiving the Blast Email. By clicking on the Refresh button the Email Recipients grid will be populated. There is no limit to the number of recipients selected. The list can be quite large, so in order to filter down to only those whom users choose to send the blast, filter options are available above the grid by clicking the down arrow next to Options.

Recipients are pre-filtered based on the type of the Blast Email.

Within Options, users see Data Filters and Selections:

Selections: This portion will determine which columns will appear when users refresh the recipients. Users will notice that some selections will be greyed out and selected. Email, First Name, and Last Name are selected by default; these fields are required for the basic Recipient refresh. Any others are determined by which Merge Fields were used on the Subject and Body tab. This way, users know how the fields will be populated when the Blast Email is set.

Data Filters: By clicking the Add button, users can create a new Data Filter to put limits on how much data is to be displayed. The first dropdown on each filter has the same information as selections. The second dropdown will change based on the first, but it allows users to determine what conditions are applied to any filters. The third and final field will contain the value with which users apply to the filter. 

Send Emails

In this tab there are two options, Send a Test Email and Send the Blast Email. At least one recipient must be selected in the Recipients tab for the Test Email to function. Click on Send a Test Email and enter an email address. When the Blast Email is completed and finalized, make sure that all the recipients are chosen in the recipients tab and then click on the Send the Blast Email.

 

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