Path: Community Settings >> Email Settings >> Broadcast Emails
| What are Broadcast Emails? |
|---|
| Broadcast Emails are customized email messages that a Community Administrator creates and sends to community members directly from within an IdeaScale community. |
The Broadcast Email tool allows a Community Administrator to create and send customized email messages to community members directly from within the IdeaScale community. Broadcast Emails can be used to share updates, provide guidance on how to use the community, and communicate other important information.
Role Permissions
- Community Administrator: Creates, edits, clones, schedules, and deletes Broadcast Emails from the Broadcast Email Composer, and receives an email notification with the delivery status of each broadcast.
- Community Member: Receives Broadcast Emails by default and can opt out individually by switching off Receive Broadcast Emails under Profile >> Settings >> Notification Settings.
TABLE OF CONTENTS
Broadcast Email Composer
Actions
Unsubscribing from Broadcast emails
Exceptions
Frequently Asked Questions
Broadcast Email Composer
A new broadcast email is created by selecting Compose.
Selecting Compose opens a pop-up modal for composing the broadcast, with the following fields:
- Send To: The broadcast email can be sent to the entire community or to one or more specific groups selected from the dropdown.
Help article on Community Groups - Subject Line: The subject line for the broadcast email.
- Message: The main content of the email body, editable using the Rich-Text Editor. Help article on Rich Text Editor
- Custom Email Banner: The default email banner can be replaced by dragging and dropping an image from the computer into the banner area. Uploaded images can be resized and readjusted using the image resizer.
Once the above fields are completed, an email preview is displayed with the following options:
- Save: Saves the broadcast as a draft without sending it.
- Send Test Email: Sends the broadcast to a single specified email address for testing purposes, allowing the appearance of the broadcast to be reviewed before it is sent to the community.
- Send Now: Sends the broadcast to its recipients immediately. Note: Broadcast emails are processed every 10 minutes, so a broadcast sent using Send Now may take up to 10 minutes to be delivered.
- Schedule: Sets a future date and time, based on the time zone of the Community Administrator performing the action, for the broadcast to be sent automatically. A scheduled broadcast displays a status of Scheduled, and can be sent immediately by editing the broadcast and selecting Send Now ahead of its scheduled time.
Once a broadcast has been sent, the Community Administrator receives an email notification with the broadcast's delivery status and details.
Actions
The Actions column for each existing broadcast provides the following options:
- Edit: Opens the broadcast in the Broadcast Email Composer for editing its content and banner.
- Clone: Creates a copy of the broadcast, including its sending group, subject, message, and banner, with the copy's status set to Draft for further scheduling or sending.
- Delete: Permanently deletes the broadcast.
Note: Deleting a broadcast is permanent. Once deleted, a broadcast cannot be retrieved.
Unsubscribing from Broadcast emails
Profile >> Settings >> Notification settings >> Community Name >> Receive Broadcast Emails
A Community Member can unsubscribe from receiving broadcast emails by switching off Receive Broadcast Emails under the member's Notification Settings.
Exceptions
- Excluded Recipients: A broadcast email sent to the entire community reaches only participants who are verified users. Participants with an Email Status of Unknown, Sent (an email address that has not yet been verified), or Banned are excluded from receiving broadcast emails, even when targeted directly through a specific group.
Frequently Asked Questions
Who receives a broadcast email?
By default, a broadcast email is sent to every participant in the community. If it is sent to one or more specific groups instead, only the members of those groups receive it. See Exceptions above for participants excluded from receiving broadcast emails regardless of targeting.
Which participants are excluded from receiving broadcast emails?
Participants with an Email Status of Unknown, Sent, or Banned are excluded from receiving broadcast emails. See Exceptions above.
How can a Community Member stop receiving broadcast emails?
Receive Broadcast Emails can be switched off under Profile >> Settings >> Notification Settings.
Can a deleted broadcast be recovered?
No. Deleting a broadcast is permanent, and it cannot be retrieved afterward.
Can a scheduled broadcast be sent before its scheduled date and time?
Yes. A Community Administrator can edit a scheduled broadcast and select Send Now to send it immediately, ahead of its scheduled date and time.
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