Issue
I need to email files attached to my Referral Source records to streamline communication, ensure secure document sharing, and reduce manual errors.
Environment
Kipu CRM, Roles: Admission Worker, Combined +, Combined (Admissions and B.D.), Super User, Limited Admissions Worker, Restricted Admissions Worker, Referral Sources
Important
If you are managed by a third-party biller, it is possible you will not see these roles available for your tenant. Contact support for more assistance.
Resolution
For guidance on how to email files attached to your Referral Source, please refer to the steps below.
- Using the Global Search Bar, enter the name of the referral source and select the result to open the record.
- Select the Manage Files button in the upper right-hand corner.
- The Manage Files modal will appear. Locate the desired file.
- Once you have located the file, select the context menu icon.
- Select Email File.
- The Email Distribution modal will appear.
- To choose an existing user present in your CRM account as a recipient, utilize the Select a User field to access the list of users. Choose a user from the list.
- The selected user will now appear in the Distribution List.
- Alternatively, you can create an external recipient by entering a Name and Email Address in the associated fields.
- Once you have filled out the Name & Email Address fields, Select Add.
- The new recipient will now appear in the Distribution List.
- Using the Email Subject field, enter your desired subject line for the Email.
- Using the Email Body field, enter your desired body for the email.
- Select Send Email.
Important
To eliminate a receipient from the distribution list, please utilize the Remove icon.
The file will be delivered via email directly from your Kipu CRM to the individuals on the distribution list. Recipients will receive two emails: one with the password for the encrypted file and another with the encrypted file attachment for review.
Important
You can only send one attachment at a time. Also, if a Tenant SMTP is configured, the files will be delivered through your organization’s email server. This allows for increased deliverability and easy identification of relevant emails by individuals in your organization. For more information on connecting your SMTP to the Kipu CRM, click here.