IWeb Health Promotion Module User Guide

Email Management

This feature (Health Promotion > Email Mgmt) allows Health Promotion and Within Reach users to view, validate, update and add new Family/Friends and Provider/Other contacts.

Registry Client users must have the Health Promotions Administrator permission in order to see this option in the menu, and the Administration > Settings > Properties > Registry Settings > Health Promotion options must be enabled and configured.

From the Email Management page, authorized users can search for, add, edit, and delete email contacts.

Search for an Email Contact

To search for a health promotion email contact, click Health Promotion > Email Mgmt in the menu. The Email Management page opens. Enter the search criteria and click Search. Wildcard characters can be used (% for multiple characters; _ for a single character). The search results are listed in that section on the page; click the arrow button next to the person to view the email history (in that section toward the bottom of the page) for that email contact. (For a description of the columns in the Search Results section, see Add a New Email Contact.)

The search criteria fields on this page are as follows:

Field	Description
Contact Type	To search for specific email contact types (Family/Friend or Provider/Other), select the contact type from the drop-down list.
Email Address	To search for a specific email address, enter it in this field.
Email Validity	To search for email contacts with a specific email validity status (All, Invalid, Valid), select it from the drop-down list.
First Name	To search for email contacts with a specific first name or first initial, enter it in this field.
Last Name	To search for email contacts with a specific last name or last initial, enter it in this field.

Add a New Email Contact

To add a new email contact, you must first search for the contact to make sure it does not already exist in the application. After determining the email contact is not in the search results list, click the Add button at the bottom of the list. A new row appears at the bottom of the search results list, where you can select/enter the information for the contact (click Add to add additional contacts) and click Save when finished.

The fields, columns and options in the Search Results section (for adding a new email contact) are as follows:

Field/Column	Description
Type	The contact type (Family/Friend or Provider/Other).
Email	The contact's email address.
First Name	The contact's first name.
Last Name	The contact's last name.
Zip	The contact's zip code.
Language	The language preferred for emails (English or Spanish).
Association	Determined by the contact type. Examples: Healthcare Provider Child Care Foster Parent
Relationship	Determined by the contact type. Examples are Family, Friend, etc.
Child's Birth Date	The child's birthdate.
Valid	Indicates whether the email address is valid (Y) or not (N).
Reason	The reason why the email contact is invalid, if applicable. Examples: Blocked Mailbox Full Non-Existent Address Other Undeliverable Unsubscribe
Delete	To delete the email contact from the list, click the [X] link for the person, then click OK on the confirmation pop-up.

Edit an Email Contact

To edit the information for an email contact, you must first search for the contact. Locate the contact in the Search Results list, edit the information as needed, and click Save. The fields that can be edited are as follows:

Field	Description
Type	Select the contact type (Family/Friend or Provider/Other) from the drop-down list.
Email	Enter the contact's email address.
First Name	Enter the contact's first name.
Last Name	Enter the contact's last name.
Zip	Enter the contact's zip code.
Language	Select the language preferred for emails (English or Spanish) from the drop-down list.
Association	Determined by the contact type. This field cannot be edited.
Relationship	Select the person's relationship to the child from the drop-down list.
Child's Birth Date	Enter the child's birthdate.
Valid	If the email address is known to be valid (i.e., an email was sent and successfully received), select Y. If the email address is known to be invalid (i.e., it "bounced back"), select N and select an invalid reason.
Reason	Select the reason why the email contact is invalid, if applicable, from the drop-down list. Examples: Blocked Mailbox Full Non-Existent Address Other Undeliverable Unsubscribe
Delete	To delete the email contact from the list, click the [X] in for the person, then click OK on the confirmation pop-up.

Delete an Email Contact

To delete an email contact, you must first search for the contact. Find the contact in the Search Results list and click the [X] in the Delete column for the person, then click OK on the confirmation pop-up.

View Email History for a Contact

To view the email history for a specific contact, you must first search for that contact. In the Search Results list, click the arrow button to the left of the contact's information. The contact's email history appears in the Email History section toward the bottom of the page, with the following columns:

Column	Description
Email	The email address the email was sent to.
Mail Code	The mail code related to the type of email sent.
Description	A description of the type of email that was sent.
Mailing Status	The status of the email mailing, if known (this column may be blank for emails).
Sent Date	The date the email was sent.