PhoneTree (VoiceWave) Premium: Send E-mail Messages
Important: Before e-mail messages can be sent with PhoneTree Premium , a valid e-mail account must be added to the Configure eMail icon, located on the Admin desktop (see page 32 of the VoiceWave Series User Guide for more information). This is a one-time step, permitting the email account remains active.
- Exit the Call Center by clicking on PhoneTree. A screen may appear asking "You are about to pause calling. Do you wish to continue?" Click Yes. Please note: Paused message jobs can be resumed by clicking back on the Call Center tab.
- Click the desired PhoneTree icon to access your list.
- On the List Editor screen, enter the email address in the E-mail column for each person you plan to send an email message to (when using a View other than Entire List, ensure the E-Mail column is enabled - refer to the Views chapter of the VoiceWave Series User Guide - right-click on the link and select "Save Target As" or "Save link as"). If you're importing a CSV file to populate your list, follow steps 3-6 of the PhoneTree Premium chapter found in the VoiceWave Series User Guide to import your file (Note: Before importing your file, make sure the email address for each desired person already exists on the file.).
- Click the Wizard icon from the top toolbar.
- On the first Wizard screen, enable Send an e-mail message. If you would like to send a phone message and/or a FreeText�™ message in addition to your e-mail message, make those selections now (Note: For instructions on how to configure the phone and/or FreeText™ message Wizard screens, click Help on each corresponding screen.). Then, continue clicking Next until you reach the "Enter a subject, optional attachment, and type your e-mail message..." screen.
- In the fields provided, enter a Subject, Attachment (please refer to your e-mail provider's attachment requirements when using this option to ensure proper message delivery), and the body of your e-mail message.
- If you would like to only send an email when a phone number is missing, enable that option here.
- If you would like to use a constructed message instead, enable that option and click the drop-down menu to select your desired message. If no messages appear in the drop-down menu, you will need to create a Constructed Message before you can use this option.
- When you have finished composing your e-mail message, click Next.
- On the Notify screen, choose to send your message now or save it for later:
- If you are ready to send your message, select Notify and select your preferred View from the drop-down menu (when using a View other than Entire List, ensure the E-Mail column is enabled - refer to the Views chapter of the VoiceWave Series User Guide for more information). Click OK to send your message job to the Call Center to be queued for delivery.
- To send your message at a later time, select Save changes and exit and click OK. To send your saved message(s), reopen the Call Wizard and continue clicking Next until you reach the Notify screen again. Then, select Notify and choose your View from the drop-down menu. Click OK to send your message job to the Call Center to be queued for delivery.
