This article covers the following topics:
About campaign emails
The email section allows you to add automated emails to your campaign.
There are three email templates that can be added to a campaign:
- Welcome email
- Reminder email
- Report email
The email section is not mandatory, so if needed, a campaign could be published without any email template set up.
The email templates can be added to Draft (
), Active (
) and Inactive (
) campaigns.
The steps to add an email template to an Inactive () campaign are the same as the ones described below.
Add a welcome email to a draft campaign
The welcome email will be sent to all the employees that are included in the recipient group(s).
As soon as the campaign is published for the first time, the welcome email is triggered and sent to ALL recipients of the campaign.
NB: The welcome email is to be intended as a welcome to the campaign email..
- Select Campaign Manager from the sidebar and select the Draft () campaign
- From the campaign details page, go to the E-mails section
- Click on Create your first e-mail or on Add e-mail (
) - You will be prompted with the Create e-mail template editor (
) and will have to fill in the following information (some of these fields are non-editable):
Label Description Type This field opens a drop-down menu with the different email templates, select Welcome Language The first Welcome email will be in the default language.
NB: We advise NOT to add Welcome emails in different languages, but to write the content in different languages directly in the body. The reason being that if employees haven't logged into the system, they haven't had the chance to change their portal's language and they will receive the Welcome email in the default language.
Sender This field is not editable. It's set up by GAN during the implementation and contains the same email address across the whole platform.
If you wish to change this, please contact your Account Manager or Support.
From This field is free text, the text entered here will be displayed as the sender's first name and last name (the email address will be the one above). Subject This is the email's subject line Font Family Here you will be able to select the font family of your email Font Size Here you will be able to select the font size of your email *Email Body* Here you will be able to type the body of the welcome email the system will sent to all employees, once the campaign is published.
NB: Because this is the first email that the system sends employees, we advise to mention how to activate an account and how to access the GAN portal. To customize the email, you may use clips. If you want to know more about how clips work, please read here.
- Once all the required information is filled out, you can see a preview of the Welcome email by clicking on the Preview tab (
) - Click on SAVE E-MAIL
- Your Welcome email will now show as a row in the E-mails section
Add reminder e-mail(s) to a draft campaign
The Reminder email will be sent to all the employees that are part of the recipient group(s) and that haven't completed one or more tasks assigned to them.
Two steps are necessary when setting up reminder emails: adding a reminder email template and setting up the reminders.
Add a reminder email template
- Select Campaign Manager from the sidebar and select the Draft () campaign
- From the campaign details page, go to the E-mails section
- Click on Create your first e-mail or on Add e-mail ()
- You will be prompted with the Create e-mail template editor () and will have to fill in the following information (some of these fields are non-editable):
Label Description Type This field opens a drop-down menu with the different email templates, select Reminder. Language The first Welcome email will be in the default language.
NB: Reminder emails will be sent in the default language if the employees haven't activated their account yet. If the employees have activated their account and chosen a language for their portal (but haven't completed the tasks), the reminder email will be triggered in their chosen language (if a reminder email template has been added in the chosen language).
Sender This field is not editable. It's set up by GAN during the implementation and contains the same email address across the whole platform.
If you wish to change this, please contact your Account Manager or Support.
From This field is free text, the text entered here will be displayed as the sender's first name and last name (the email address will be the one above). Subject This is the email's subject line Font Family Here you will be able to select the font family of your email Font Size Here you will be able to select the font size of your email *Email Body* Here you will be able to type the body of the reminder email.
NB: To customize the email, you may use clips. If you want to know more about how clips work, please read here. - Once all the required information is filled out, you can see a preview of the Reminder email by clicking on the Preview tab ()
- Once completed, click on SAVE E-MAIL
- Your Reminder email will now show as a row in the E-mails section
- If needed,other Reminder emails can be added for other languages by clicking on Add e-mail () and following the above steps
Set up reminders
- Select Campaign Manager from the sidebar and select the Draft () campaign
- From the campaign details page, go to the E-mails section
- Click on Reminder settings (
) - The reminder settings panel will open and you will be able to customize the following settings:
Label Description Set to start after _ days Here you can set up after how many days the first reminder email should be sent. Repeats every _ days Here you can set up the interval between one reminder and the following one. Repetition ends after _ days Here you can set up the maximum number of reminder emails to be sent out.
NB: The number of days includes both week days and weekends.
- When the set-up is finished, click on SAVE
Add report e-mail(s) to a draft campaign
Setting up this email will trigger scheduled report email(s) which will be sent automatically every Monday. These emails will contain a link to download the report and not the file.
The reports will contain completion data of the recipients of the campaign, both of employees that have completed the task(s) and those that haven't.
Two steps are necessary when setting up the report emails: adding a report email template and setting up the report(s).
Add a report email template
- Select Campaign Manager from the sidebar and select the Draft () campaign
- From the campaign details page, go to the E-mails section
- Click on Create your first e-mail or on Add e-mail ()
- You will be prompted with the Create e-mail template editor () and will have to fill in the following information (some of these fields are non-editable):
Label Description Type This field opens a drop-down menu with the different email templates, select Report. Language The first Report email should be in the default language.
Sender This field is not editable. It's set up by GAN during the implementation and contains the same email address across the whole platform.
If you wish to change this, please contact your Account Manager or Support.
From This field is free text, the text entered here will be displayed as the sender's first name and last name (the email address will be the one above). Subject This is the email's subject line Font Family Here you will be able to select the font family of your email Font Size Here you will be able to select the font size of your email *Email Body* Here you will be able to type the body of the reminder email.
NB: To customize the email, you may use clips. The most important clip you'll need for this email is {{campaign.reportUrl}}, without this clip the report e-mail will not have the link to download the report.If you want to know more about how clips work, please read here.
- Once all the required information is filled out, you can see a preview of the Report email by clicking on the Preview tab ()
- Once completed, click on SAVE E-MAIL
- Your Report email will now show as a row in the E-mails section
Set up the report(s)
Please read here to know how to set up a scheduled campaign report.