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Create and send an operational email

With operational emails, you can create and send emails to one or more people profiles in your system. This can make it much easier to share important information with an entire group of people at once (i.e. all people with a specific profile type or organization membership).

Recipients can be added individually to each email, but you can also include reusable distribution lists for recipients you contact often. When an email is sent, it will show up in each recipient's person profile as an email interaction.

Both Admin and Regular users can send operational emails. However, whereas Admin users have access to view, edit, and delete emails sent by any user, Regular users can only view, edit, and delete the emails they created.

Please note: each LibCRM system can send a maximum of 10,000 emails per year, with each individual recipient counting as one email towards that limit. In addition, each operational email can be sent to a maximum of 1,000 recipients. Operational emails are not intended for sending promotional content.

Creating a new operational email

  1. Log into LibCRM and go to Emails > Operational Emails.

Operational Emails under the Emails menu

  1. Click on the New Email Campaign button.

The New Email Campaign button

Step 1. Campaign name & setup

  1. Enter a descriptive Email Campaign Name. This is only used to identify your campaign in LibCRM -- it is not shown to recipients.
  2. From the Email From dropdown, choose the sender address for your email.
  3. In the From Name field, enter the sender name for your email.
  4. In the Email Subject field, enter a subject line for your email (up to 150 characters).
  5. When finished, click the Next button to proceed to the next step.
    1. To save your email as a draft and finish it later, click the Save & Quit button.

Options on the Campaign Name & Setup screen

Step 2. Design the email body

  1. In the Email Body text area, use the rich text editor to create the content of your email. The built-in options allow you to customize the formatting and layout of your email, including headings, lists, links, images, and tables.
  2. If you would like to attach files to your email, click on the Upload Files button in the Attachments box. There is a 10MB size limit per file, but there is no limit on the number of attachments you can add.
    1. To remove an attachment, click on its delete_forever icon.
  3. When finished, click the Next button to proceed to the next step.
    1. To save your email as a draft and finish it later, click the Save & Quit button.

Options on the Design screen

Step 3. Select recipients

Please note: each email can have a maximum of 1,000 recipients.

  1. If you would like to send your email to a distribution list, select it from the Distribution List dropdown. Recipients from the selected list will display below the dropdown menu.
    1. Or, to create a new list, click the Create New Distribution List link. This will open the Create New Distribution List window, where you can give your list a name and add recipients to it.
  2. If you would like to manually add recipients to your email, click on the Add Recipients link.

The Distribution List options and Add Recipients link

  1. From the Add Recipients window, use the filters to find the intended recipients, then click on the checkbox next to each person you want to add.
    • Remember: before a person can be added as a recipient, they must first have a person profile in LibCRM.
  2. After selecting your recipients, click the Add button.
    1. To remove a manually-added recipient, click on its delete_forever icon.

Options in the Add Recipients window

  1. When finished, click the Next button to proceed to the next step. If any of your manually added recipients are already included in your distribution list, you will be asked if you'd like LibCRM to remove the duplicates before continuing.
    1. To save your email as a draft and finish it later, click the Save & Quit button.

The Delete Forever icon, Next Button, and Save & Quit button

Step 4. Preview & send your email

  1. Before sending out your email, take a moment to review everything for accuracy.
    1. Click on the Edit Email Campaign Name & Setup link to edit the campaign name, from address, from name, and/or email subject line.
    2. Click on the Edit Email Design link to edit the body of the email and add/remove attachments.
    3. To view an attached file, click on its cloud_download icon.
    4. To change the distribution list recipients, click on the Edit Distribution List Recipients link.
    5. To add or remove additional recipients, click on the Edit Additional Recipients link.
  2. When you're ready, click the Send button.
    1. To save your email as a draft and send it later, click the Save & Quit button.

Options on the Preview & Send screen


Editing draft emails

If you clicked the Save & Quit button while creating your new email, it will be saved as a Draft. This allows you to return to your email to finish and send later. To continue editing your saved drafts:

  1. Return to the Emails > Operational Emails page.
  2. In the list of operational emails, unsent emails will display a Status of Draft. Find the one you want to edit (using the filters at the top of the page if needed) and click on its edit icon in the Actions column.
    • Please note: you cannot edit an email that has already been sent.

An email campaign's Edit icon on the Operational Emails page

  1. When first editing your email, you'll return to the Step 1. Campaign Name & Setup screen. From there, you can return to where you left off by clicking any of the steps at the top of the page, or using the Next button at the bottom of the page.

Navigating between steps when editing an email campaign


Deleting draft emails

To permanently delete a draft email, click on its delete_forever icon. You will then be prompted to confirm before deleting the email (this cannot be undone, so please be sure you want to delete it before confirming).

The Delete Forever icon and resulting Delete Email confirmation prompt

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