RecCentral Email Operations and Global and Activity-Specific Procedures

To begin configuring email settings, navigate through the following path: Files -> System -> Device Maintenance -> Device Assignments.
Within the Device Assignments menu, expand the Defaults category and select the Default Devices option.
Locate the specific email device in the bottom right corner of the interface and double-click it to open the configuration settings.
Email Signatures: Users have the option to add a permanent signature that appends to the bottom of every outgoing email. The system default signature typically includes a phrase similar to "please see attachments for files, reports". Users are encouraged to customize this signature. For example, an HTML-formatted signature might include a "Thank You" message, the sender's physical address, and a specific reply-to email address.
HTML Body Settings: There is a toggle for "use HTML email body." This should be toggled ON if the user intends to use HTML formatting. It is recommended to keep this toggle enabled even if HTML is not actively being used.
Program Generated Email placement: The section labeled "program generated email" is the placeholder where the system-specific RecTrac content is inserted. Users can place custom HTML code both above and below this placeholder to frame the automated content. When using HTML style code in this section, ensure the use of lowercase tags such as $p$ .

To send an email to every household in the system that has a recorded email address, navigate to: Reports -> Global -> Global Miscellaneous Reports -> Global Household Reconnect.
Filtering Options: The Household Connect interface allows for several specific filters: - Balance Thresholds: You can choose to only email households that carry a balance over a specific numerical amount. - WebTrack Usage: Under the "details" section, users can filter households based on whether they have or have not used the WebTrack interface. - Default Settings: Clicking the "default settings" button will clear filters and wide-open the search to include every household in the database.
Execution and Reporting: Clicking "Print" generates a list of all households, displaying their names, locations, and email availability.
Process Email or Text Toggle: This must be enabled to initiate the communication process.
Invalid Email Reporting: Users can toggle on "Print Report for Records with Invalid No Email." This produces a post-process report listing all individuals who did not receive the email due to an invalid or missing address.

Email Options Menu: - From Address: Allows the sender to specify a return address, which is often set to a "No Reply" address. - Email Subject: A customizable field for the message title (e.g., "New Activities"). - CC Email Address: A field to include additional recipients on the copy line. - Opt-out Toggle: The toggle "skip households that opted out email" should generally be ON for promotional content but may be turned OFF for critical or serious communications. - Process Options: Communications can be sent as email only, text only, or both simultaneously.
Using Variables for Personalization: - Users can insert dynamic content by right-clicking in the email body field. This opens a menu to select topics (such as "Household") and specific data fields. - Common variables include $Household First Name$ , $Last Name$ , and $Total Household Balance$ . - These variables automatically populate with the recipient's specific data upon sending.
HTML and Links: Users can insert standard HTML code, such as <a href="URL">Link Text</a>, to direct recipients to specific websites or Garrison sites.
Text Messaging: A separate "text body" field is provided because text messages have shorter character limits than standard emails, requiring more concise messaging.
Attachments: Both RecTrac-generated reports and external files can be attached by right-clicking in the attachment fields.

RecCentral allows for targeted emails based on specific module enrollment, such as contacting individuals who participated in a specific activity.
Path: Reports -> Activity -> Reconnect -> Activity Reconnect.
Selecting Activities: Users can choose specific activities (e.g., "Section 1 Spring Fun Run") via the "Add Entries" button.
Browser Settings: It is recommended to set the view to "browser only" to ensure the system only targets activities currently visible in the active browser window rather than a broad range.
Activity-Specific Variables: When drafting these emails, the right-click menu offers activity-specific data, such as $Activity Description$ and $Dates$ . Example usage: "We see you attended the $Spring Fun Run$ on $[Dates]$ ."

Emails can include sophisticated links that trigger specific searches within the WebTrack portal.
Search Link Structure: Links can utilize specific parameters to filter results automatically. For example, using $XXmodAR$ designates "Activity Registration" and $keywords run$ triggers a search for any activity tagged with the keyword "run."
Practical Application: When a user clicks a dynamic link in their email (e.g., for a "Fall Fun Run"), WebTrack opens with the search filters already applied, allowing the customer to immediately see relevant results, add them to their cart, and enroll without manual searching.