Check-Ins - Email Digest Management

Creating an Email Digest allows an administrator to send a digest of check-in activities to specific users, OUs, or to all users in the organization. Administrators can also set up an email digest for Follow-Ups.

To create an email digest, go ADMIN > TOOLS > CORE FUNCTIONS > EMAIL DIGEST MANAGEMENT.

Creating an email digest is the same across all areas. See Email Digest - Create/Edit.

Email Digest for Check-Ins

To configure an Email Digest for Check-Ins, administrators need to add the following Sections:

• Missed Check-Ins - This email digest lists the discussions that the user had scheduled but a meeting was not created since the previous email digest. The digest looks at the Meeting Frequency for the scheduled discussions and accordingly informs users of their missed meetings. The recommended frequency for this section is weekly.
• Recent Check-Ins - This email digest lists the user’s recent discussions that have occurred since the previous email digest. For example, if the digest frequency is Weekly, this will include all the meetings scheduled in the last seven days. The recommended frequency for this section is weekly.
• Upcoming Check-Ins - This email digest lists the upcoming discussions for the user that are scheduled prior to the next email digest. The digest looks at the Meeting Frequency for the scheduled discussions and accordingly informs users of their upcoming recurring meetings. The recommended frequency for this section is daily. Note: If this section is included in a daily digest, it is recommended to deactivate the Check-In Created email trigger in Email Administration to avoid duplicate notifications.

Check-Ins Tags

The following tags are available for Check-Ins sections:

• {RECIPIENT.FIRST.NAME} - The email digest recipient’s first name.
• {RECIPIENT.LAST.NAME} - The email digest recipient’s last name.
• {LIST.BEGIN} - A tag that is used to begin a custom formatted activity list. Tags, text, and formatting that are between the {LIST.BEGIN} and {LIST.END} tags will be repeated to create an activity list.
• {LIST.END} - A tag that is used to end a custom formatted activity list. Tags, text, and formatting that are between the {LIST.BEGIN} and {LIST.END} tags will be repeated to create an activity list.
• {CHECK-IN.LINK} - A hyperlink that takes the user to the check-in page.
• {CHECK-IN.PARTICIPANT.FIRST.NAME} - The participant’s first name.
• {CHECK-IN.PARTICIPANT.LAST.NAME} - The participant’s last name.
• {CHECK-IN.MEETING.DATE} - The date on which the meeting is scheduled.
• {CHECK-IN.TITLE} - The name of the check-in.

Email Digest for Follow-Ups

To configure an Email Digest for Follow-Ups, administrators need to add the following Sections:

• Check-Ins Follow-Ups Assigned - This email digest alerts participants that a new Follow-Up action item is assigned. In addition to their individually assigned Follow-ups, the recipient will also receive notice of unassigned Follow-Ups.

• Check-Ins Follow-Ups Overdue - This email digest alerts participants that the due date for a Follow-Up has passed. Follow-Ups that were created more than three months ago will not be included in this digest.

Follow-Ups Tags

The following tags are available for Follow-Ups Sections:

• {CHECK-INS.FOLLOW-UP.CONTENT} - The content of the follow-up.
• {CHECK-INS.FOLLOW-UP.DUE.DATE} - The due date for the Follow-up. Will display "soon" when the Follow-Up has no due date.
• {CHECK-INS.FOLLOW-UP.LINK} - A hyperlink that takes the user to the Check-In meeting where that follow-up was created.
• {CHECK-INS.FOLLOW-UP.ASSIGNEE.FIRST.NAME} - The Follow-Up assignee's first name. Will display "Unassigned" when the Follow-Up has no assignee.
• {CHECK-INS.FOLLOW-UP.ASSIGNEE.LAST.NAME} - The Follow-Up assignee's last name.

Examples

Missed Check-Ins Body

Hi {RECIPIENT.FIRST.NAME},

It looks like you missed a few meetings this past week.

However, you can keep the check-in going. Add new meetings by selecting 'New Meeting' and begin preparing.

{LIST.BEGIN}

{CHECK-IN.PARTICIPANT.FIRST.NAME} {CHECK-IN.PARTICIPANT.LAST.NAME} on {CHECK-IN.MEETING.DATE} about {CHECK-IN.TITLE}.

Click here to view the discussions: {CHECK-IN.LINK}

{LIST.END}

Recent Check-Ins Body

Hi {RECIPIENT.FIRST.NAME},

Here are the recent check-ins that you had this past week.

Let’s keep the discussion going. Select ‘New Meeting' and begin preparing for your upcoming meetings.

{LIST.BEGIN}

{CHECK-IN.PARTICIPANT.FIRST.NAME} {CHECK-IN.PARTICIPANT.LAST.NAME} on {CHECK-IN.MEETING.DATE} about {CHECK-IN.TITLE}.

Click here to view the check-ins: {CHECK-INS.LINK}

{LIST.END}

Upcoming Check-Ins Body

Hi {RECIPIENT.FIRST.NAME},

Here are today's check-ins based on the date and frequency set in your <portalname>.

Don't see a meeting? Add one by selecting 'New Meeting' and begin preparing.

{LIST.BEGIN}

{CHECK-IN.PARTICIPANT.FIRST.NAME} {CHECK-INS.PARTICIPANT.LAST.NAME} on {CHECK-INS.MEETING.DATE} about {CHECK-INS.TITLE}.

Click here to view the check-ins: {CHECK-INS.LINK}

{LIST.END}

Check-Ins Email Digest FAQs