Broadcast Emails

The Broadcast Email tool allows community administrators to create and send customized email messages to community members directly from within their IdeaScale community. This feature can be used to share updates, provide guidance on how to use the community, and communicate any other important information.

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Broadcast Email Composer

The email to be broadcast can be created using the Compose button as seen below.

It opens up a pop-up modal to compose the email.

1. Send To: The broadcast email can be sent to the whole community or a specific group. Multiple groups can be selected at a time.

Help article on Community Groups

2. Subject Line: The subject of the broadcast can be entered here.

3. Message: The main content of the body is entered in this field. Rich Text editor can be now used to customize the email body of the broadcast email. Help article on Rich Text Editor

4. Custom Email Banner: Replace the default email banner by simply drag and drop the image in the area from the computer. The uploaded images can be resized and readjusted using the resizer. 

Once the above details are filled the email preview will be shown with options to Save it as Draft, Send Test Email to send it to 1 email address for testing purpose, Send now to send it right away and Schedule to set a future date and time to send the Broadcast email.

Send Test Email: To see how the broadcast would look before saving, click on Send Test Email. Specify the email address to send the test email to and click on Send.

Send Now: The Send Now button will send the email right away.

Schedule Send Date: Specify the date and time for the broadcast email according to the timezone of the admin performing the action. The email will be sent automatically at the selected date and time. If required, the community admin can send a scheduled email immediately by editing the scheduled broadcast and sending it. The scheduled broadcast will display the status as Scheduled.

 
The system processes broadcast emails every 10 minutes. It could take 10 minutes for the broadcast email to be sent if the community admin has used the Send Now option.

The system sends the community administrator an email notification with the status of the broadcast with delivery details. 

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Actions

The actions column have the following options: Edit, Clone and Delete.

Edit: The option takes the admin to the Broadcast composer screen to edit the broadcast content and banner.

Clone: It makes a copy of the broadcast with the sending group, subject, message and banner. The broadcast status is set to Draft for scheduling or sending.

Delete: This deletes the broadcast permanently. Once deleted, it cannot be retrieved.

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Unsubscribing from Broadcast emails

 

A user can unsubscribe from receiving a broadcast email by turning off the switch Receive Broadcast Emails under a user profile's notification section.

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FAQ

1. Who all receives broadcast emails?
By default, the broadcast email goes out to the entire community participants, provided that all the participants are verified users in a community. Secondly, if an email is sent to a specific group, only those users will receive the broadcast email.
 
2. What setting ensures broadcast email for users?
For all users to receive the broadcast email, the Receive Broadcast Emails setting should be switched to "ON" under Profile >> Settings >> Notification settings.
 
3. Which users are excluded from broadcast emails?
Participants with Email Status 'Unknown', 'Sent' (users who have not verified their email address) and 'Banned' (users banned from the community) will be excluded from receiving broadcast emails.