Bulk Relative Email Outreach

Overview

The Bulk Relative Email Outreach feature streamlines outreach to multiple relatives and kin by automating email delivery. It uses dynamic merge fields to personalize messages, and automatically logs each email in the contact log. 

How to Send Emails

Follow these steps to generate and review notification letters.

1. On the Relationships Dashboard for a child or youth, select the people you would like to send an email to by checking the boxes next to their names.
2. Near the top right, click on "Bulk Actions" and select "Send Emails".
3. Review and confirm recipients in the list shown. To adjust the recipients, click "Change Recipients".
4. Draft your email content in the editor provided. Use the Merge Fields menu to insert information from the system, like names or addresses, into the email.
5. Click "Preview Email" and review the letter for accuracy. Click "Edit Content" if you would like to make changes.
6. When ready, click "Send Messages" to finalize and send the emails.
7. You’ll be redirected to the Contact Logs page, where you can view the emails that were sent and their status.

Step-by-Step Walkthrough

 

Email Statuses

The Contact Logs page will display helpful status indicators to help you monitor engagement. Refer to the table below to learn more about each status type.

Status	Description
Attempted	A temporary status that displays while Binti is sending emails.
Sent	The email was successfully sent by Binti.
Delivered	The email arrived in the inbox of the recipient.
Opened	The email was opened by the recipient.
Soft Bounced	The email was temporarily unable to be delivered. Binti will try to send it again.
Hard Bounced	The email address does not exist or the server has blocked the email. Binti will automatically mark this email as invalid.

 

What is the "subject"?

The subject is a brief, informative phrase that summarizes the content or purpose of the email. The subject will influence whether relatives and kin decide to open and read it. Here are some tips for creating a good subject:

• Be concise: Keep your subject line short and to the point, ideally seven or fewer words.
• Inspire action: Phrases like "Your Response Requested," or "Important Notification" can be compelling.
• Use clear language: Ensure understanding by avoiding acronyms and abbreviations.

What is the "Reply-To" email address?

When relatives or kin respond to a bulk email outreach, their message will go to directly the the worker who originally sent the email.

 

How do I use the content editor?

The content editor allows you to style text, add images, and include file attachments in your message. Refer to the following table to learn more about its functionality:

Menu/Icon	Name	Description
	Text size	Modify text size in your message
	Bold	Bold your text
	Italic	Italicize text
	Underline	Underline text
	Strikethrough	Cross out text
	Blockquote	Emphasize quotations in your message
	Numbered list	Add a numbered list
	Bullet list	Add a bulleted list
	Decrease indent	Decrease the indentation of text/lists
	Increase indent	Increase the indentation of text/lists
	Add Hyperlink	Add a hyperlink to your text
	Add Image	Add an image to your message
	Add Attachment	Add a file attachment to your message
	Clear Formatting	Remove all text formatting, including bold, italic, underline, strikethrough, lists, blockquote, and hyperlinks
	Merge Fields	Merge fields allow you to personalize emails by automatically inserting stored information from Binti. For example, using the merge field “ConnectionFirstName” ensures that each recipient is addressed by their first name.