Create a New Email

After adding your email to the email address library, you can create an email. To begin, navigate to the Communication module of the Scorecard. On the Email Campaigns page, you will find sections for Sent emails, Scheduled emails, Template emails, and Draft.  

To create a new email, follow the steps below: 

1. Select Create New Email.

2. In the Create an Email pop-up window, complete the following fields: 

• Email Label 
• To 
• Subject

3. After completing these fields, select Continue to begin Step 1 of the Email Editor: Email Options.

Step 1: Email Options

1. In Step 1: Email Options, you can further refine your email distribution list using filters such as Submission Type and Final Decision, if available. Additionally, the Advanced Distribution List allows you to select individuals from the current email distribution list.  

1. You also have the option to schedule the email to be sent at a later date. To do this, toggle the option Do you want to schedule this email to be sent at a later date? to Yes.  
2. Next, specify the Date and Time for the email to be sent. You can also select a Time Zone to ensure the email is delivered at the correct local time.

2. Once you have completed all the fields and, if applicable, scheduled the email, select Save and Continue to Step 2. 

Step 2: Edit Content

1. In Step 2: Edit Content, you will customize the email body. Here, you can use Hotkeys to insert submitter, submission, reviewer or scheduling data. To maintain branding, we recommend using the Banner Hotkey at the top of the email.

2. Once you have created your email body, select Save and Continue to Step 3. 

Step 3: Test Email

1. In Step 3: Test Email, you will send a test email to yourself or another administrator to preview how it will appear in a user’s inbox. 
2. Enter an email address in the To field. This will default to administrator currently logged into the Scorecard. 
3. Select one or more users from your distribution list. 
4. Select the gray Send Test Email button.  
5. After you have sent the email and confirmed accuracy, select Continue to Step 4.

The test email will be sent to the address in the To field and will appear exactly as it would to the selected users. 

Step 4: Preview Email

1. In Step 4: Preview Email, you will see a preview of all emails that will be sent from the Scorecard. This is the final step to ensure the emails are properly formatted and the data from the Hotkeys is accurate.  
2. After previewing all the emails, select Continue to Step 5.

Step 5: Send Email

1. In Step 5: Send Email, you will see the final details of the email you are about to send or schedule.  
2. Make sure to select the blue Send Email button before leaving this page. Emails will not be sent without selecting this button.

1. If you have scheduled the email to be sent at a later date, the Send Email button will be replaced with a Confirm Scheduled Email button.

2. Once you have either sent or confirmed the scheduled email, you will be directed back to the Email Campaigns page where you can view any emails you have sent or scheduled.