Admission Emails

Salesforce enables Admissions Coordinators to interact with applicants efficiently using automatic emails. In addition, emails can be tracked within the activity history of a contact or application for better collaboration and customer service.

Email templates are saved within Salesforce to enable consistent communication to contacts. Email templates can be created or edited by users .

Creating Email Templates in Lightning Experience

To create an email template in Lightning, navigate to the App Menu (square with 9 dots) --> Type or select 'Email Templates' --> Choose 'New Email Template'.

1. Name your email something descriptive so it can easily be identified by other users.

2. You may optionally utilize an 'Enhanced Letterhead' with your email to apply a program specific header. Note that you cannot preview the header as you are creating the email template. When you go to send the email from a contact or App Grad record you can preview the header there.

3. Save your email in the appropriate folder.

Updating Email Templates Created in Classic

In order to update existing auto emails, or any emails that were previously created in Salesforce Classic, you must switch back to Classic.

1. Click on your picture in the upper right hand corner of Salesforce

2. "Switch to Salesforce Classic"

3. Click on your name --> 'My Settings' --> 'Email'--> 'Email Templates'

To Edit an existing template, click on the Email Template Name hyperlink. Be sure to edit both the HTML and Text bodies.

Activity History

The Activity History is a related list tab on the right hand side of the Application Graduate Record that tracks all of the emails sent to the applicant from this record, including automatic and personalized emails. The Subject, Send Date, and when the recipient last opened the email are displayed for reference.

Automatic Emails

Salesforce will automatically send emails to applicants based on specific field criteria in their application.

The links below will take you to a diagram that shows:

• • application criteria needed to trigger an email and/or update a related opportunity

  • admission coordinator actions needed to trigger an email

MHA email diagram trigger

SMP email trigger diagram

Sending Personalized Emails

Users can personalize emails to Salesforce contacts directly from the contact or application graduate record by using the Email tab in the Activity History related list . Users can either select an existing template or start a blank email.

• 1. Navigate to the Activity History Related List and select the "Compose" button

1. Update sender/receiver information and email content

   1. From: Emails can be sent from any @Eccles.Utah.edu email address, but are automatically populated with your email address. Contact your BA for more information.

   2. To: The email field on the record will automatically populate in the two field. If it does not automatically populate, you can search for the user using the Lookup Icon. You also have the option to CC or BCC additional recipients

   3. 2. If choosing to populate the email with an existing template, choose the 3rd button from the bottom left (looks like a document with a '+' in the bottom right). If not, edit your subject and body.

   4. 3. If an attachment should be included, choose the button at the bottom left that looks like a paperclip.

   5. 4. The email will automatically be related to the record you are on and will show up in the activity history.

   6. 5. Be sure to preview your email using the 'eye' button just below the email before sending it.