DACdb - Using PMailCreating personalized email (PMail) in DACdb

Introduction to PMail

PMail stands for personalized e-mail. PMail allows members with the appropriate permissions level to create email messages in DACdb that are individually addressed to each person on a list of recipients.

Members who are not committee members, on the board or club executives will not see PMail links when they log into DACdb. These members do have access to other members’ email addresses, however.

Committee chairs have permission to PMail committee members from a button in the committee list. (More about that in the “DACdb for Committees” session.)

Rotary Club executives can see a tab on the main menu of DACdb labeled “PMail All.”

The PMail All Page

When the PMail All tab or a PMail link is clicked this page is presented. The page has two levels of tabs in it. The top level has “EZLink Templants,” “Compose,” “PMail Groups” and “Tracking.” The page opens on the EZLink Templates, which has its own set of tabs: “System,” “District,” “Club” and “Personal.”

PMail Templates

Template 01 is good as a general starting template. Templates are selected by clicking the circle in front of the template number. At some point we might develop “Club” templates. There is one example on that page. The Personal templates are ones you might save as you use PMail. For example, I have a template for mailing the newsletter.

The PMail Composition Form

Typical of DACdb, the email form is very busy. The top section is the email header section with from, to, cc and Subject boxes.

Header Section

The template pre-fills the “from” box with your given name and “to” box with all of the club members. I change the from field to my nickname because that is the name I use in the club. You can change the from and reply-to email addresses. You can add email addresses or delete names in the “to” text box.Clicking on the “From” and “To” buttons presents additional options.

Creating the Message in PMail

All the little icons at the top of the PMail message block allow you to construct a message with images, bullet points, different fonts, etc. Hovering over an icon tells you what the icon does. The text surrounded with {%%} are place holders where PMail will insert information from the database. For example: {%FName%} inserts each recipient’s first name when the message is sent. This is not the nick name, so for a less formal sounding email, select and delete that tag. Place your cursor where you want the name inserted, then click the icon 2nd left on the bottom row of icons.

Creating the Message in PMail

When the icon I have circled in red is clicked these choices drop down below it. Click on the information that you want inserted into each email, for example, click on “Nick Name” for the salutation. When the choice has been clicked the list will disappear and you will see a new code in your message.

Attachments and Send Options

Below the message composition area is a link to upload attachments and some send options. Click the gold “Send” button when you are ready to send the message.

PMail Summary

PMail allows us to send personalized emails to other club members.

Remember this is to be used for Rotary Club business only.

For more detailed instructions see the DACdb PMail User Documentation at http://www.directory-online.com/Rotary/SecLogin3.cfm