Using List Emails

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Overview

Sending a list email within Practifi allows you to send a message to multiple contacts quickly and effectively. You can select recipients based on specific criteria and send a mass email to all of them, thus streamlining your firm's communication. For considerations around list email limitations, please consult this Salesforce help article

Accessing List Email Functionality

To access the list email functionality in Practifi, do the following:

  1. Log into your Practifi organization. 
  2. Select the caret icon in the Navigation Menu and click Directory from the drop-down menu. 
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  3. Select the Send List Email button on the right-hand side of the Directory. Selecting this button will open a list of Contacts within Practifi for filtering and selecting recipients. 
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Sending a List Email

The following sections will guide you through the process of sending a list email from within Practifi. To demonstrate the steps, we will guide you through an example where your firm needs to contact Individuals with mailing addresses in New Jersey and New York.

Filtering the List View

After selecting the Send List Email button, you will see a list view containing Individual and Contact records for selection. You can change the list view visible by selecting the caret icon beside the list view name in the left-hand corner and selecting another list view from the drop-down menu. While possible to scroll through the list to select recipients, adding filtering to the list is the most effective way to access specific recipients. 

To filter the list view:

  1. Click the filter icon Screen_Shot_2022-09-28_at_8.40.24_PM.pnglocated on the right-hand side of the list view. 
  2. Select the Add Filter hyperlink within the Filters sidebar. 
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  3. Select the following in the filter pop-up to set the filter:
    • Field - Select the field by which you would like to filter the records in the drop-down menu. For our example, we'll select Mailing State/Province as the field for the filter to use. 
    • Operator - Select the operator from the drop-down menu to specify how the filter criteria relate. For our example, we'll set the Operator field to equals.
    • Value - Set this to what value the filter should use. In our example, we'd like the filter to look for all records with a mailing state within New Jersey, so we'll enter NJ in this field.
  4. Select Done to close the filter pop-up after you set the filter information. 
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  5. To apply the filter to the list view, click the Save button within the Filters sidebar. 
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  6. Repeat the above steps to add additional filters to narrow the results returned. In our example, we'll repeat the same steps but enter a value of NY for the new filter. 
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Adding Filtering Logic (Optional)

After adding a filter to your list view, the filter has a number attached to it. Your first filter becomes Filter 1 and your second filter becomes Filter 2. Filter logic is applied based on these numbered filters. For example, our list view currently has two filters:

  1. Mailing State/Province equals NJ
  2. Mailing State/Province equals NY

By default, the system will look for records that contain both of those values in the Mailing State/Province field. However, in this example, we'd like it to locate records that have either NJ or NY within the Mailing State/Province field. This is where filter logic comes into play within the list view. 

To add filter logic:

  1. Select the Add Filter Logic hyperlink located in the Filters sidebar. 
  2. Within the Filter Logic edit box, change the filter logic operators to AND or OR values to fine-tune your results. In this example, we'll change our filter logic to be "1 OR 2". 
    Screen_Shot_2022-09-28_at_9.23.43_PM.png
  3. Press Save in the Filters sidebar to finalize the filter logic change. 
    Screen_Shot_2022-09-28_at_9.23.58_PM.png

Selecting Recipients 

Recipients must be selected from the list view to send a list email. To select the entire list, click the checkbox in the header beside the Name column. 

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You can also select individual records within the list view by selecting the individual checkboxes to the left of their record name. 

Once you select the recipients from the list view, click the Send List Email button in the upper right-hand corner of the list view to begin the email creation process. 
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Entering Email Information 

Enter an email subject and body to convey your message to your email recipients. You can format your message using rich text options within the email body editor. The selected recipients from the list view are automatically added within the Recipients field.
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To preview the information entered, select the Review tab to display the message as your recipients will view it within their email. A list of the selected recipients will also display within the Review window for your confirmation. 

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Sending the List Email

Once the email is ready to send to all selected recipients, you have the option to either send the email immediately or send the email later at a scheduled time. 

To send the email immediately:

  1. Select the Send button in the bottom right-hand corner of the email editor. 
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  2. After you press Send, the email is sent immediately to all selected recipients as an individual email. 

To send the email later:

  1. Select the caret icon beside the Send button and select Send Later from the drop-down menu.
  2. Enter the following information:
    • Date - Select within the field to open the calendar and select the date when you would like the email to be sent. 
    • Time - Select the time you want the email sent from the drop-down menu within the field. 
    • Time Zone - Specify the time zone that the time field should respect by selecting the appropriate time zone from the drop-down menu. 
      Screen_Shot_2022-09-28_at_10.00.58_PM.png
  3. Press Save to finalize the scheduling of the list email.


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