The Group Email Configuration feature in Vantaca makes communication with Board and Committee members easy, as they can see that emails were sent to all board/committee members. With this feature enabled, the New Message screen now includes fields for Blind Copy (BC) and Carbon Copy (CC).
Board and committee members can still reply in the portal as before, but this new functionality makes the email drafting process in Vantaca similar to other email providers such as Outlook and Gmail.
While this feature is targeted to action types that interact with board and committee members, it is available on all action types.
Note: Generation action items create individual child action items, so this feature is less applicable to this category.
This feature applies to the following two key areas: Configuration - Edit Rules and New Message.
Contents
Configuration - Edit Rules
The Send Options parameter is enabled by default and means that when action items are stepped to a role, such as Board, each role member receives an indiviual copy of the email but cannot see who else the email was sent to. When you disable the Send Options parameter, role members receive the same email but can also view the other email addresses in the Send To line of the email they receive.
New Message
You can add both roles and other email addresses in the Send To field of an action item New Message, as well as other emails in the Cc and Bcc fields.
Reply and Reply All
When you view an action item message, your role may include the ability to reply to the sender or reply to everyone. The Reply and Reply All buttons display which provide a shortcut to a New Message. When you click:
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Reply: The message Send To field prepopulates with the author of the selected action item note (Cc and Bcc remain blank).
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Reply All: The message Send To field prepopulates with the author of the selected action item note, and the Cc and Bcc fields include the emails and roles that were in the same last action item note.
You can also add internal roles to any of the Send To, Cc, and Bcc fields.
Set Up Group Email
To set up the Group Email feature have your System Admin (or whoever is responsible for action item configuration) complete the following steps:
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Send the Group Email Feature Guide for Daily Users (in the following section) to anyone who uses action items. This allows them to be prepared when Vantaca turns on the Group Email feature, and they notice changes to the action item New Message screen.
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Navigate to Settings > Action Types/Steps.
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In the Default Followers column, search for Board to filter the list to action types that interact with board members.
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For each action type, click the carets to open it and display the Steps table.
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Review the Send To column, and for each step that includes Board, Committee, or another applicable role that would benefit from this feature, click Rules (1).
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Deselect Send Options Bcc (1) (enabled by default), and click Update.
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Ensure that the roles in the Send To and Reply To columns are not the same. If the same role is in both columns, users who click Reply All can cause an infinite email loop (for which automated protections exist to stop the loop reactively).
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Review the Portal Reply column. If the user chooses to reply from the portal instead of email, the roles listed will have the Reply option.
Group Email Feature Guide for Daily Users
Vantaca’s new email features make sending New Messages on action items more intuitive, as options for Cc and Bcc now exist. In these new fields, in addition to the Send To field, you can choose from a dropdown of roles or enter other email addresses.
In addition to the New Message screen changes, when stepping to send to roles, such as Board and/or Committee, members can now see that the board and committee were also sent the email. This makes it easy for board members to click Reply All to the email they receive and include all board members in the response.
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