Tools to Communicate

with Your Community

Methods of Communication

A question for you…

Which SmartSimple tools do you use to communicate with your applicant community

and other stakeholders?

Communication Tools

• SmartSimple Email• Quick Message• Group Email• Pin Board• Discussion Groups• Email Broadcast • Outlook Email with the SmartSimple add-in• Web Form• Workflow Email

SmartSimple Email

How SmartSimple Email Workshttp://www.smartsimple.org/wiki/index.php/How_SmartSimple_Email_Access_Works

• Click on any email address, regardless of the application or feature that you are using, and the Message Center will allow you to compose and send an email message.

• When you save an email to a contact record, it will be visible to anyone that can view that contact.

SmartSimple Email

Quick Message

Using Quick Messaginghttp://www.smartsimple.org/wiki/index.php/Using_Quick_Messaging

• You can send instant messages to people within your copy of SmartSimple.

• These messages are stored in the recipient’s inbox, and are also displayed in the sender’s quick message outbox.

• You can send a quick message to someone that is currently online by clicking on his or her name in the People Online list.

• If the person is not currently online, then you can click on the quick message icon for that person in the organization chart, which is located in the users list or external contacts list.

Quick Message

Group Email

• Use the Application Search criteria to display a filtered list of applications

• Select the desired applications• Group Email• Select the appropriate email template• Select the recipient roles within those applications• Send

Group Email

Group Email

Pin Board

Using the Pin Boardhttp://www.smartsimple.org/wiki/index.php/Using_the_Pin_Board

The Pin Board is used to post general interest messages for everyone in your SmartSimple system to see.

Pin Board

Discussion Group

Using Discussion Groupshttp://www.smartsimple.org/wiki/index.php/Using_Discussion_Groups#Overview

The Discussion Groups feature provides the ability to facilitate discussions among groups of stakeholders with similar interests.• You can create any number of discussion groups.• You can Internet-enable a discussion group, connect to your web

site, and the public can participate in the discussion.• Multiple discussions can be combined into a single discussion view.• When a new discussion item is added, it is flagged with the “new”

flag for all users. Once a specific user has reviewed the item, the flag is removed for that user.

Discussion Group

Email Broadcast

Sending Email Broadcastshttp://www.smartsimple.org/wiki/index.php/Category:Email_Broadcast

The Email Broadcast application provides a powerful communication tool that can be used in conjunction with other applications in SmartSimple. This application can be used in a wide variety of ways within your company, including:• Newsletters and updates for customers, internal staff, and

applicants• Invitations to events that can be linked to a public calendar• Links to surveys or contests

Outlook Email with the SS add-in

SmartSimple Outlook Synchronizationhttp://www.smartsimple.org/wiki/index.php/SmartSimple_Outlook_Synchronization

Use this program to send and save emails to any application in your SmartSimple systems, or as an activity associated with your profile.

Outlook Email with the SS add-in

Web Form

Web Formshttp://www.smartsimple.org/wiki/index.php/Web_Form

A Web Form is just that - a web-enabled form used to gather information from people. Common uses would include surveys and registration forms. These forms can be completed anonymously or by credentialed users.

Web Form

Workflow Email

Workflowshttp://www.smartsimple.org/wiki/index.php/Category:Workflows

SmartSimple's Workflow product can be configured for automation of tasks based on your existing processes.

You can create and apply a workflow to applications, or other types of objects such as folders, companies, and people.

For example, a specific Smart Folder or group of contacts may require a defined approval process associated with a specific role or person.

Workflow Email

Workflow emails are typically sent to the applicant, foundation staff, reviewers and other contacts associated with an application each time the status changes. These emails can be created based on templates, which pull details from the system.

Workflow Email

Questions