Module: Recruiting, Team, Department, Advancement
Page: Email Editor
ARMS offers the flexibility to send emails on behalf of other staff members, as well as dictate who should receive the email replies. The From and Reply To fields will default to you, the signed in user, but can be adjusted as necessary.
How is the From contact displayed in the recipient's inbox?
The From contact will be displayed with the name and email address for that contact in ARMS. For example, if sending on behalf of the Head Coach, Jon Smith, the email will display Jon Smith <jon.smith@university.edu>.
It is important to note, some email clients work a little differently, therefore headers and information may render differently for one person than they do another.
How are responses received by the Reply To contact?
When email is sent from ARMS, the recipient can reply directly to that email and the response email will not only be received in the inbox of the Reply To contact, but it will also be saved in ARMS on the contact's profile. ARMS is able to track these messages through the use of a unique "reply to" address that tracks the email as it comes into ARMS and then back out to the contact defined in the Reply To field. This unique address will look something like reply-12345@armsdropbox.com.
It is important to remember that some email clients work differently and there are certain situations in which a reply may not be routed to the alternate reply-to person. Some examples of these include:
"Bounced" (or undeliverable email) and Auto-Responses will often be delivered back to the "From" contact listed on the email rather than the "Reply To" contact.
Certain email clients do not support the "Reply To" address and will only deliver back to the original sender.
A recipient can overwrite the reply to address to reply directly back to any email address they enter. Recipients can also forward email received and all recipients will see the original "From" contact and their corresponding email address.
Tip regarding sending on behalf of: Many coaching staffs will send email on behalf of the head coach or other personnel, but prefer that email recipients not have visibility to the Head Coach's direct email address. ARMS suggests creating "dummy" accounts for mass emailing. This can be done by providing a generic email address that can be associated with a specific persona. For example, the email address coachsmith@gmail.com or football@university.edu can be associated with the contact Coach Smith. This provides the ability to send email on behalf of "Coach Smith", but the actual email address for Jon Smith will not be displayed or receive any reply email.