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Email & Text Messaging Feature – Quick Guide (Now with Templates and Attachments)

Ayesha Ahmed
  • Updated

Our new Email and Text tools make it simple to communicate with clients and staff. Here’s how to get started: 

 

 Email Feature

1. Open Email 
Choose Send Email from the menu.

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2. Pick Recipients

  • Individual → Select a single worker or case contact.
  • Group → Choose from predefined groups (e.g., All Cases, Active Workers) and refine with filters (Programs, Categories, Locations, etc.).

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3. Compose Message 
a. Add a Subject and Body. 
b. Insert a Template:

  • In the email editor, click Insert → Templates.
  • A popup will show “Your Templates” (created by you) and “Shared Templates” (available to everyone).
  • Select a template → it will load into the body (you can edit before sending). 

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    c. Attach Documents:
  • At the bottom of the Email popup, click Add Documents.
  • Choose a source: 
    • Worker Documents → Files stored in your Worker profile. 
    • Case Documents → Use filters (Cases, Programs, Categories, Locations, Health) to find the right case.
  • If you select a case, an Activity filter will appear. Choose the activity to view related documents.
  • Select the document(s) → click Add, then Done.
  • Attached files will appear at the bottom of your email. 
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4. Send 
Review your message and click Send. 
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Text Messaging (SMS)

1. Open Text Messaging 
Choose Send Text from the menu. 
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2. Pick Recipients

  • Individual → Select one recipient.
  • Group → Use the same group and filter options as email. 
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3. Write Message 
Enter your text message. 
 

4. Send 
Click Send to deliver instantly. 
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Templates (Create & Manage)

1. Create a Template (for future use)

  • Go to Profile → Email Templates → Add Template.
  • Fill in details: Template Name, Email Subject, Content (with formatting if needed), Status (Active/Inactive), and Visibility: 
    • Owned by You → Only you can use it. 
    • Shared with Everyone → Available to all workers.
  • Click Save Template. 
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2. Manage Templates 
From your Email Templates list, you can Edit, Delete, or Search/Filter templates. 
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Why This Matters

  • Consistency → Shared templates keep all staff using the same messaging.
  • Efficiency → No need to rewrite the same email over and over.
  • Flexibility → Create personal templates or share them with the team.
  • Productivity → Attach case or worker documents without leaving the message.

 

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