Email & Fax Communication

Category: Communication | Audience: undefined | Page: 17 of 33

Table of Contents

• Key Concepts
• What You Can Do
• How To

- Access Send Email/Fax Functionality

- Send Emails

- Send Faxes

- Create and Use Templates

- Send a Message Using a Template

- Send a Bulk Message

- Track Sent Communications and View Communication History

• Tips & Best Practices
• Next Steps

Email & Fax Communication

The Email & Fax module in MCT provides a simple interface for sending emails and faxes to project contacts. Filter by status, project, and principal investigator to target specific recipients for communication.

Key Concepts

• Email & Fax Interface: Centralized page for sending emails and faxes to project contacts
• Status Filter: Filter recipients by active/inactive status
• Project-Based Filtering: Select specific projects to target project contacts
• PI-Based Filtering: Filter by Principal Investigator to narrow recipient list
• Send Email: Send emails to filtered contacts
• Send Fax: Send faxes to filtered contacts

What You Can Do

• Access the Email & Fax communication page from the Send Email/Fax tab
• Filter recipients by status (Active/Inactive)
• Select specific projects to target project-related contacts
• Filter by Principal Investigator name
• Send emails to filtered contacts
• Send faxes to filtered contacts

How To

Access the Email & Fax Page

1. Log in to the MCT application at mctqa.cssienroll.com
2. Click on the Projcts tab in the main navigation bar
3. Click on the Send Email/Fax sub-tab

https://mctqa.cssienroll.com/Profile/SendEmailAndFax%20.aspx

1. The Email & Fax page will display with filtering options

Email & Fax Interface

The Email & Fax page provides a simple filtering interface to target specific recipients:

1. Status: Select recipient status from dropdown

- Options: Active, Inactive (or similar status options)

- Default shows "Active"

- Filters recipients by their current status

1. Project Name: Select project from --Select-- dropdown

- Lists all available projects

- Filters contacts associated with the selected project

- Leave as "--Select--" to include all projects

1. PI Name: Select Principal Investigator from --Select-- dropdown

- Lists all Principal Investigators

- Filters contacts by PI assignment

- Leave as "--Select--" to include all PIs

1. Send Email: Click to compose and send email to filtered recipients

- Opens email composition interface

- Recipients automatically filtered based on selected criteria

1. Send Fax: Click to compose and send fax to filtered recipients

- Opens fax composition interface

- Recipients automatically filtered based on selected criteria

Send an Email

1. On the Email & Fax page, configure filters:

- Select Status (e.g., Active)

- Select Project Name from dropdown (optional)

- Select PI Name from dropdown (optional)

1. Click the Send Email button

1. An email composition window opens with the following interface:

• Instructions: "To send profile(s), type email addresses(separated by semicolon) or click on Add button and select from the list:"

1. From: Select sender email from dropdown

- Default: "[email protected]"

- Dropdown allows selection of different sender addresses

1. To: Enter recipient email address(es)

- Text input field for manual entry

- Click Add button to select recipients from list

- Multiple addresses can be separated by semicolons

1. CC: Enter CC recipient email address(es) (optional)

- Text input field for manual entry

- Click Add CC button to select CC recipients from list

- Multiple addresses can be separated by semicolons

1. BCC: Enter BCC recipient email address(es) (optional)

- Text input field for manual entry

- Click Add Bcc button to select BCC recipients from list

- Multiple addresses can be separated by semicolons

1. Subject: Enter email subject line

- Text input field for subject

1. Message: Compose email body using rich text editor

- Large text area with formatting toolbar

- Formatting Tools Available:

- Undo/Redo arrows

- Bold (B), Italic (I), Underline (U)

- Strikethrough (abc)

- Subscript (X₂), Superscript (X²)

- Text color, background color

- Remove formatting

- Font dropdown (default)

- Size dropdown (default)

- Insert symbols, special characters

- Alignment options (left, center, right, justify)

- Lists (numbered, bulleted)

- Indent/outdent

- Insert link, insert image

- HTML editor tools

1. File Attachment:

- Click Choose File button to attach files

- Shows "No file chosen" when no file selected

- Multiple files can be attached

1. Send: Click to send the composed email to all recipients
2. Choose File: Opens file browser to select attachment

1. Compose your email:

- Select From address if needed (default: [email protected])

- Enter recipient addresses in To field or click Add to select from list

- Add CC/BCC recipients if needed

- Enter subject line

- Compose message using rich text editor

- Format text using toolbar (bold, italic, colors, alignment, lists)

- Click Choose File to attach documents if needed

1. Review the recipient list to ensure correct addresses

1. Click Send button to send the email to all recipients

Send a Fax

1. On the Email & Fax page, configure filters:

- Select Status (e.g., Active)

- Select Project Name from dropdown (optional)

- Select PI Name from dropdown (optional)

1. Click the Send Fax button

1. A fax composition window opens with the following interface:

• Instructions: "To send profile(s), type Fax Number(ex: 4105530087) or click on a button and select from the list:"

1. To: Enter recipient fax number(s)

- Text input field for manual entry

- Click Add button to select recipients from list

- Example format: 4105530087

- Multiple fax numbers can be entered

1. Cover Letter: Compose fax cover letter using rich text editor

- Large text area with formatting toolbar

- Formatting Tools Available:

- Undo/Redo arrows

- Bold (B), Italic (I), Underline (U)

- Strikethrough (abc)

- Subscript (X₂), Superscript (X²)

- Text color, background color

- Remove formatting

- Font dropdown (default)

- Size dropdown (default)

- Insert symbols, special characters

- Alignment options (left, center, right, justify)

- Lists (numbered, bulleted)

- Indent/outdent

- Insert link, insert image

- HTML editor tools

1. From: Enter sender name

- Text input field

- Placeholder: "[Type the sender name]"

- Example: "Raghu Kanchi"

1. Name: Sender's full name

- Pre-populated from user profile

- Example: "Raghu Kanchi"

1. Phone: Enter sender phone number

- Text input field

- Placeholder: "[Type the sender phone number]"

1. Fax: Sender's fax number

- Pre-populated field

- Example: "410-553-0087"

1. Company Name: Sender's company

- Pre-populated field

- Example: "CSSI"

1. To: Enter recipient name

- Text input field

- Placeholder: "[Type the recipient name]"

1. Recipient Fax: Enter recipient fax number

- Text input field

- Placeholder: "[Type the recipient fax #]"

- This is the destination fax number

1. Comments: Enter additional comments or notes

- Text area for free-form text

- Optional field for cover page notes

1. File Attachment:

- Click Choose File button to attach documents

- Shows "No file chosen" when no file selected

- Required to send a fax (must attach document)

1. Send: Click to send the fax to all recipients
2. Choose File: Opens file browser to select document to fax

1. Compose your fax:

- Enter recipient fax number in To field or click Add to select from list

- Compose cover letter using rich text editor if needed

- Verify sender information (From, Name, Phone, Fax, Company Name)

- Enter recipient name in To field

- Confirm recipient fax number in Recipient Fax field

- Add any comments or notes in Comments section

- Click Choose File to select document to fax (required)

- Format cover letter text using toolbar if needed

1. Review all fax details:

- Verify recipient fax number is correct

- Confirm sender information is accurate

- Ensure document is attached

1. Click Send button to send the fax to the recipient

Tips & Best Practices

• Filter Before Sending: Always configure Status, Project Name, and PI Name filters before clicking Send Email or Send Fax to ensure you're targeting the correct recipients
• Status Filtering: Use "Active" status to avoid sending communications to inactive contacts
• Project-Specific Communications: Select specific projects when sending project-related updates or announcements
• PI Targeting: Use the PI Name filter when you need to communicate with contacts at sites managed by a specific Principal Investigator
• Verify Recipients: After opening the email or fax composition window, review the recipient list to confirm it matches your intended audience
• Combination Filtering: Combine multiple filters (Status + Project + PI) for highly targeted communications
• Leave Filters Blank: If you need to send to all contacts, leave Project Name and PI Name as "--Select--" but be cautious with broad communications
• Test First: For important communications, consider sending a test message to yourself first to verify content and formatting

Next Steps

• Access the Email & Fax page via Profile Names → Send Email/Fax tab
• Familiarize yourself with the Status, Project Name, and PI Name filter options
• Practice filtering contacts using different combinations of criteria
• Send a test email to yourself using the filtered recipient list
• Review the email and fax composition interfaces
• Establish guidelines with your team for when to use email vs. fax communications
• Document standard filter combinations for common communication scenarios

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