About email conversation view

When you send an email through Campus Cafe, the platform can store the message as well as any replies to create a complete history of the email conversation in one location provided the recipient continues to reply to the original email.

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Example of an email conversation stored in Campus Cafe.

Prerequisites

• Your Campus Cafe environment must be configured to use SMTP authentication or multi-factor authentication.

• Your Campus Cafe profile must include your email address. (Verify by going to the down arrow to the right of your name > Profile.)

• No other Campus Cafe profile contains your email address. (Verify by going to Filters >All People and searching by email address.)

Required permissions

Create email activity and workflow

Typically, IT departments complete this step.

Creating an email activity and associated workflow provides your users the ability to select a pre-written email to send to a student or other party. The email could be blank to allow the user to write unique content every time or contain boilerplate text such as a brief paragraph inviting a prospective student to campus for a tour.

Regardless of the email content, at least one activity and associated workflow must be created in Campus Cafe to use email conversation view. At a minimum, you should create an activity with no pre-written content and your users can select this each time.

1. Go to All Users > Activity Tracking Templates.

2. In the Member dropdown list, select the category that best describes the intended use of the email then in Template Name enter text to describe your email.
   
   

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3. Click Add.

4. Enter a Description.

5. Optionally, to allow users to quickly send a pre-written email without an opportunity to modify its content, select Quick Comment.
   
   

6. Click Save. This automatically creates a workflow to house the content of the email.

7. Under Added Workflows, in the Work Flow Edit column, click the paper and pencil icon.

8. In Type, select Email.

9. Optionally, select a Category to help you sort and report on emails sent.

10. In Mode, select Email Sent on Add.

11. Under Actions, select the recipient(s). Tracked Person represents the individual you’re emailing, typically an admissions prospect, applicant or student. When selecting Tracked Person, you must also select whether to email to their preferred email, non-preferred email or all their emails.
    
    

12. If you want a blank email that users can fill in each time, click Save and stop. Otherwise, continue to the next step.

13. In Email Default Subject Text enter the boilerplate subject line.

14. In Email Default Body Text enter the email content.

15. Click Save.

Send an email

1. Go the recipient’s Campus Cafe profile.

2. Click the Activities tab.

3. Click Activities.

4. If the email has been set up as a Quick Comment, select from Comment the email and click Quick Comment. The pre-written email automatically sends.
   Otherwise, in Tracking Group Templates, click the magnifying glass and select the email then click Add New.

5. The activity detail screen opens. Next to Email, click +.

6. Click Compose Email and write your email. You must select a From Address and the Editor Format must be Simple.
   
   

7. Click Save and Send.

View email conversation

1. Go the recipient’s Campus Cafe profile.

2. Click the Activities tab.

3. Click Activities.

4. In the list of activities, locate the email and click the pencil.

5. Next to Email click the +. To send a response, click Reply. Replies initiated through your email, such as Gmail or Microsoft Office 365 also appear here.