25Live allows you to email event details, including attachments, to contacts and outside email addresses.
To Email Event Details
1. Navigate to or Search for the Event
Use your favorites events section on the dashboard or search for the event, then click on the event name to go to its details view.
2. Select the Email Event Details Option
In the main Details section, use the More Actions link to reveal options, and select the Email Event option.
3. Choose Whether to Use a Manual Template, If Displayed
If you have created any manual email templates, you may choose to use one with the Email Template dropdown menu.
This dropdown menu will not appear if you haven't created any manual templates.
Tip: Template Values Can Be Changed Before Sending
Using a manual template will fill in many fields for you, such as additional recipients, reports, subject, and body, but those values can be edited before sending the email.
4. Choose the Version of 25Live to Link Back To
The email that you are sending out will contain a link to view the event in 25Live. You may also choose to include no link back to 25Live.
5. Complete the Related Recipients Sections
In the first sections of the dialog that are shown, check the boxes next to the event roles to add Related Recipients. You can add each role as the To, CC (carbon copy), or BCC (blind carbon copy/hidden). An error will display if any of the users in event roles don't have a valid email address associated with their 25Live contact.
You can also type in Additional Recipients addresses separated by commas for individuals that are not in related event roles. You may use these fields to add any email address, including contacts outside of 25Live.
If the use of a manual template added Additional Recipients that you don't want to use for this email, you can remove them.
Security Tip: Permission Needed for Custom From Address
If your user has the Administrative permission “17.0 Update User Group Preferences and Configurations” set in Series25 Group Administration, you will have access to the Add Custom From Address button to change the address the email appears to be from.
6. Optionally Add Attachments
In the next section, you have the option to checkboxes to add a number of standard reports as PDF attachments, including event confirmation, cost quote, invoice, iCal file, custom contract documents, and more.
You may also upload files to attach to the email. We recommend not uploading files larger than 10 MB.
7. Optionally Edit the Subject Line and Add Body Content
You can edit the default email subject line that will be used. There is also an option to add custom text that will appear in the body of the email.
Tip: Including Event Details in Body of Message
Below the Message Body field, you can check the Include event details in body of message checkbox. If checked, the event details will follow the custom, typed body content in the email.
Additional Variables Only Available in Email Templates
If you create a manual template, you can take advantage of the many template variables to include even more information. Template variables cannot be placed in the body from the Event Email dialogue. They can only be used in Email Templates.
8. Send the Email
Use the Send button to send the email.
After sending, you receive a browser alert informing you that the email was sent successfully. If you chose to upload any large attachments, you may experience a delay before seeing the success message.