NOTE: In the Assignment/Position category, various reps can be assigned to a single assignment/position. Thus, instead of a generic "Send E-Mail To", it gives you the option of sending an email to the Work For Rep, Report To Rep, Ordering Rep, Resumes To Rep, and/or Confirming Rep. In each case, the E-mail To functionality works the same. The only difference is the rep that defaults as the recipient of the email.

Send E-mail To allows you to effectively communicate personalized business information with your Employees, Customers, Prospects, Vendors and other Staffing Service Reps. This can be done either to a single individual, or en masse. Attachments to emails can be retrieved from StaffSuite with the click of the mouse. The Memo tab allows you to create standard email text and save it as a template, including data retrieved from StaffSuite's records. Communications are tracked and recorded by the system for historical purposes. Activities can be created from an email that is generated from within a specific category (Employee, Company Rep, etc. but not from general E-mail category) - for example, you can send an email to an employee with three assignments attached and choose to create a Make A Note activity that will then be associated to that employee and each assignment. StaffSuite will generate separate Make a Note activities for each of the associated assignments and the employee.

Note: Using the Send to StaffSuite Outlook add-in, you can quickly link received e-mails to records within StaffSuite. For more information on the Send to StaffSuite Outlook Add-in, click here.

Sending an E-mail

NOTE: The following steps are a general description of the E-mail process. For more details, including descriptions of each field on the window, select one of the following links:

Manage E-mail - General Tab

Manage E-mail - Attachments Tab

Manage E-mail - Memo Tab

1. Select the General Tab.

2. In the Type field, use to select the type of Recipient (Employee, Company, Company Rep, Staffing Service Rep or Vendor) you want to add to your Recipient list. Type in a CC and BCC address, if needed. If you want the email sent to you (for auditing purposes), place a check in the Send to Self field.

3. Once you have selected a type of recipient, click to perform a search of that recipient type. The search results are displayed in one of the following grids that match the recipient type you select (you can choose to send an email to more that one type of recipient):

4. Company Grid

5. Company Rep Grid

6. Employee Grid

7. Staffing Service Rep Grid

8. Vendor Grid

4. Select the specific recipients from the grid and click the Retrieve button to put that recipient in the recipient grid. The recipient grid shows who will receive the email (in addition to the addresses in the CC  and BCC fields). If you want to remove a recipient, click on the E-mail address in the recipient grid and click Delete. If you wish to send this email to more than one type of recipient, select a different recipient type, populate the grid, highlight a line in the grid and click the Retrieve button to add this recipient to the list.

Note: A recipient can only be selected to receive an email if they have an email address in their record.

5. In the Subject field, type the subject line of the email (REQUIRED).

6. Optionally, use to select a Campaign Type (user-defined edit list) and type a Campaign Description.

7. In the Activity Type field, use to select the activity that will be created with the email (REQUIRED). If you want the activity to appear as completed, place a check in the Complete Activity checkbox. If you choose to do so, use to select the Result, Explanation, Corporation and Activity Date of the activity. NOTE: Depending on the Activity Type, you may not need to enter all four.

8. If you want to schedule the E-mail to be sent at a later date, check the Send On box and select a date using (for more information on StaffSuite's calendar, click here). If this is a solicitation, place a check in the Is a Solicitation checkbox.

9. In the From field, type the E-mail address of the sender of the email (REQUIRED). In the Reply To field, enter the E-mail address of the person who should receive all replies from the email.

10. In the Activity Assigned To field, either select a specific staffing service rep or a role associated with the activity to be assigned the activity (REQUIRED, unless the Complete Activity checkbox is checked).

11. If you want to include an Attachment (Assignment/Position description, document, and/or employee information), click the Attachments tab and complete the appropriate fields. NOTE: For certain activities, attachments are REQUIRED. NOTE2: Total attachment file size cannot exceed 4 MB.

12. To insert the actual contents of the email, click the Memo tab and type your E-mail.

13. If you want to send a test email to yourself (so you can check attachments, descriptions, etc.), click Test. To save the email without sending it, click Save as Draft. To send the E-mail now, click Send Now. To schedule the E-mail for later (only accessible if you checked the Send On checkbox), click Schedule.

What happens after the E-mail is sent?

• You can view any E-mail that has been sent (and not deleted) by using the Email category. Click here for more information on the Email category.

• Email Audit Activities are created for all E-mail recipients (ONLY if the Email was created from "Operations > Email > Actions > Send E-mail").

• Activity is sent to the "Assigned To" reps task list.

• Activities are created for appropriate recipients. For example, if you have an employee and a company as a recipient and the activity is "Unsuccessful Call", the activity will only be generated for the employee.

To see a table explaining the various activities that are created, click here.