Automated Emails
- All Apps
- Jun 30, 2022
- 4 min read
Updated: Feb 14
DataGrows can send Automated emails to your clients once you switch on the functionality and give the application permission to do so.
This post will cover the following:
1. Integration with Microsoft Office 365 and alternatives
DataGrows integrates with Microsoft Office 365, so emails can be sent directly from the user's email address. You can still use the automated email functionality if you do not have a Microsoft 365 license. However, the emails will then be sent from
no-reply@mydatagrows.com. Please inform your clients that this is a trusted source. If you want to use the no-reply@mydatagrows.com option, please move on to the next step.
In order to integrate successfully, the email address you use to sign into DataGrows will need to be the same email with the Microsoft Office 365 license.
To set up your integration, each accountant on your team will need to log in on their profile then:
Click on Settings in the bottom left corner.
Then click on Microsoft Integration.
And on the Allow Access button
Microsoft will then ask for your credentials to complete the integration.
Please ensure that the email address given here is the same email address you use to log into DataGrows; otherwise, the integration will not be successful.
Once this is set up, the 'Please send bank statements' email will be sent from your email.
2. Permitting the system to send emails.
To enable the system to send automated emails, you will need to switch on the option for each of your clients in the Clients table. Please ensure you are logged in to datagrows.co.za before proceeding.
There are two ways to do this.
Please ensure your client's primary contact name and email is completed to make the email as personal as possible.
To check the checkbox in Bulk
Go to the Client table
Change your rows per page in the bottom right corner to the maximum value available to you.
Check the checkbox next to the Client Name to select all of the rows on that page.
Then go to Actions then select 'Mark as Email Client from DG'
To ensure the email function has been switched on for all your clients, you can go to the 'Email client from DG' column. Then click on the 3 dot menu next to the column name and on Sort Ascending. Any client that has not been selected will display at the top with an unchecked checkbox. You can check them manually as per the point below.
To check the checkbox for an individual client:
Click on the client in the Client table.
Check the 'Email Client from DG' checkbox.
Save
3. Email Descriptions
The automated emails can be found in the Emails table under the Communication Department.
If you click on any of the email records, you can expand the view by clicking on the bar shown below.
The description at the bottom will explain what the email does.
4. Changing the text in an email
If you click on an email, you will see a field where you can change the email subject as well as add your own text.
*Please do not alter or delete any of the wording in square brackets shown below, as this is used to pull through necessary information from your clients into the email. If you accidentally alter anything in square brackets, you can re-add it by right-clicking and selecting the value.
5. Testing emails & email reports
You can send a test email to yourself to make sure you are happy with the layout of the email. To do this:
Have a look at the email description to see what the email will do and to make sure you have at least 1 client on the system that meets the criteria discussed in the description. The system will use this client as an example and send a test email to your own email address (Not to the client).
Under Action, select Test Emails.
Click Save
An example email will be sent to you.
To Draw a report of the emails that will be sent:
Select Draw Report from the Action dropdown.
Click Save
A popup will appear on the left of your screen with a link to the report.
This report will show a list of the emails that will be sent successfully, as well as all emails that will give errors.
6. To Action Automated Emails:
You can send out emails immediately by selecting Send Emails from the Action dropdown and then clicking Save.
To schedule emails for a specific time:
Select a schedule option from the Schedule dropdown.
Then click Save
The system will send a repeat email according to this selection, for each period and case discussed under the description section.
You can also schedule the emails to repeat in a set interval after the initial send, by adding a number of days in the Schedule Repeat field.
An example can be for the 'Please send Bank Statements' email, if you set the Schedule to 1st of the month and Schedule Repeat to every 2 days, an email will be sent out every 2 days from the 1st asking the client to send their bank statements, until their bank statements have been marked as received in the accounting table.
If you have any trouble or concerns with the setup of this new feature, please email support@mydatagrows.com.
Please send us your suggestions for other automated emails - we will gladly add them to the app!
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