Kavi Help CenterKavi® Showcase Help
| Chapter 61. Schedule an Email | ||
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Part VI. Kavi Showcase Super Admin Tools | 
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Table of Contents
Use the Schedule an Email tool to schedule new template-based email that can be sent out when a certain kind of event occurs. For more information on events in the Kavi Showcase workflow, see Workflow.
Before scheduling a new email, add an email template. You can do this on the Template step or through the Add an Email Template tool. Although it's possible to use the same template for more than one email, it's best to retain a one-to-one relationship between a scheduled email and an email template. If the same template is used by two scheduled email, an administrator might edit the template to suit one scheduled email, inadvertently rendering it less than appropriate for the other scheduled email.
This document assumes you are familiar with scheduled email concepts explained in Scheduled Email in the Kavi® Members Concepts documents.
Back to topSelect the object that this email is about.
Note
Once a scheduled email is saved, this field can't be edited.
Select the event from the pulldown list. In Kavi Showcase, all email is sent 'Exactly When' the event occurs.
Set the template and recipients. Click Next when you are satisfied with your settings.
Options
- Set Sending Details
- When
The 'When' information set in the previous step is displayed.
- Email Template
Select a preexisting template for this scheduled email, or, if you haven't added a template yet, select the 'Add a New Template' option, which allows you to create a template on the Template step.
- Recipients
- To
Set one or more types of recipients to whom this email will be sent. If you don't specify a 'To:' address, the first address in the Cc: field will be copied into the To: field.
- CC
Set one or more types of recipients to be cc'd on this email. You may also type or paste plain-text email addresses into the 'Email Addresses' text box. 'Profile Editors' are the profile owner (if this is an Individual Profile) or profile contacts (if this is a Company Profile). 'Showcase Moderators' are users who have been assigned the Showcase Moderator type in Kavi® Members.
Configure a new email template or review and optionally edit the template you selected on the last step. Any edits you make to a template through this tool are permanent. If you selected a template that is already in use by another scheduled email, a warning message is displayed. To select a different template option, click Back.
Templates may contain plain text or variables. A list of available variables is displayed at the end of the page. For definitions, see the Template Variables document in the appendix. When you are satisfied with the template, click Next to go to the next step and preview your template.
Options
- When
The 'When' information you set previously is displayed.
- Template Name
If you selected a preexisting template, the name is displayed and you may edit it or leave it as is. If you are adding a new template, enter the name here.
- Recipients
The recipients specified previously are displayed.
- From
The Kavi Showcase default contact address is displayed.
- Subject
If you selected a preexisting template, the subject is displayed and you may edit it or leave it as is. Enter the value you want to appear in the email Subject field. You may use any of the variables listed in the 'Variables' section at the end of the page. Brief but meaningful subject lines display better in email inboxes.
- Text
If you selected a preexisting template, the name is displayed and you may edit it or leave it as is.Enter a message in plain text. You may use any of the variables listed in the 'Variables' section at the end of the page.
Preview your scheduled email and template and set whether the scheduled email is to be activated immediately or not. If you want to edit the template or any other settings, press Back. To preview the template with a different profile or catalog selected, click your browser's refresh button. When you are ready to save your scheduled email, press the Save button. If you added an email template, it is saved at this time, too.
Fields:
- Schedule Details
The values you set for 'When' and 'Recipients' are displayed.
- Email Template
The template name is displayed, along with a preview of the 'From', 'Subject' and Text (i.e. message body) portions of the email, with variables replaced by values from the database to show how the email might look when sent to a recipient.
- Status
- Active
Select the 'Active' setting if you want the scheduled email to go into effect immediately. If this is set, the scheduled email may be available through 'Send Email' tool pages, and may be sent automatically when bulk actions are performed if email is not suppressed.
- Inactive
Set this option to 'Inactive' if you do NOT want the scheduled email to go into effect immediately. If this is set, the scheduled email will not be available through 'Send Email' tool pages, nor will it be sent automatically when bulk actions are performed.
You've just added a scheduled email. If it is active, it can be used to generate email immediately. If you added an inactive scheduled email, no email will be generated until the scheduled email is activated. If you added a template, it is now available for use.
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| Chapter 60. Manage Email Schedule |  |
Chapter 62. Edit a Scheduled Email |