Batch Email

The Batch Email tool allows an Editor (with the appropriate permission) to send email to a group of users at one time, based on the recipients role. A batch email can be sent immediately or scheduled to be sent at a later time.

A batch email can be sent to one or more recipient Roles. A multi-selection box lists the core roles (Author, Reviewer, Editor, Publisher) plus all specific roles defined by the publication.

Note: There is only one Author role in EM, and all users are assigned the Author role upon registration, so the total pool of users on a publication's site is identified by using any of these three options: ALL, ALL AUTHOR ROLES, and Author Role: Author.

To send a batch email:

Click the Send Batch Email link in the Administrative Functions section of the Editor Main Menu.
Use the multi-selector box to choose one or more recipient Roles. (Hold down the Control/Command key to select more than one.)
Choose a letter from the drop-down list.
Choose a sending option:
- To send immediately, click the Send Email Now button.
- To send later, click the Set/View Delivery Time of Email button. In the Set Reminder Email Delivery Time popup, choose a delivery date and enter the delivery time.
When finished, Click Submit.

All letters sent via batch email are captured in the publication's Correspondence History table.

Excluding individual recipients from batch emails

Individuals may be excluded from receiving batch emails (for example, when a person is going to be unavailable for a period of time or requests not to receive them). This option can be set by Editors (with Search People permission) on the individual's Search People – Update Information page. The setting appears in the left column.

To exclude a user from batch emails:

Access the individual’s Search People – Update Information page.
Exclude this user from receiving mass emails (sent via Batch Email tool): Use the radio button to select Always.
Click Submit.