Approve Email Communications As your organization grows, you'll find an increasing number of people sending large emails. Chances are good that not all of them understand the intricacies of your communications strategies. Rock has just the thing to help you maintain quality in growth – approval settings for emails that are sent to a large number of people. Approving Emails By default, emails that are sent to 300 or more recipients will require approval. This number can be changed by configuring the block settings of the Communication Entry block (for the simple editor) or the Communication Entry Wizard block (for the wizard). When an email requires approval, its status will be set to Pending Approval and members of the RSR - Communication Approvers group will receive an email. Note that this is the only group that will receive the approval emails. A communication will not be sent until it's approved by a person with approval access. By default, these are the RSR - Communication Administration and RSR - Communication Approvers roles. Before a communication is approved these roles have the ability to edit the communication to ensure it meets the standards of your organization. Any individual with approval access can view a complete list of communications waiting for approval from the Communication History page. The filters on the Communications List block allow approvers to view communications from anyone in Rock, with additional filters for status. Additional security roles can be added to approve communications by adjusting the block security of the Communication Entry Wizard and Communication Entry blocks. Simply add the new role to the Approve permission of these blocks. Approver Notification Emails By default, the System Communication for approval emails is Communication Approval Email. Just like other communications, you can customize the content of your approval notifications to suit your needs. WarningEmail OnlyThe approval notification communication currently only works with emails and cannot be used with the SMS or Push features. If you need to take it a step further, you can use an entirely different System Communication for these approvals. Simply go to Admin Tools > Settings > Communication Settings and select the System Communication you want to use instead. Report Spam Emails When you send an email, the recipient can report the email as spam. When this happens, Mailgun and SendGrid can report it back to Rock through their APIs. Rock will then find the person and inactivate their email address in the system and add a note to their record. The note indicates that the email address was deactivated due to a spam complaint and includes the date of the complaint. In order for this to happen, in Mailgun you would need to set up a webhook of type Spam Complaints. In SendGrid you'll want to update the Event Webhook to include "Spam Reports" under Engagement Data. Check out the Unsubscribing section of the Configuring Email chapter above to see how Rock can help your emails avoid being reported as spam. Email Form Block Rock provides several tools to get information from your site's guests. The Workflow Entry block is super powerful because it can present fields to your guests and then launch a workflow based on their submissions. But sometimes you just need a simpler approach. The Email Form block is just that - simple. This block allows you to show a simple, but customizable, form whose content will be emailed to a recipient of your choice. Once you add this block to your page, you'll notice it has several block settings so that it can be easily customized. Let's take a detailed look at each one. Recipient Emails - This is a comma delimited list of people who should receive the contents of the submitted form.Subject - The subject line of the email.From Email - The email address to send from.HTML Form - This is the form that will be presented to the user. Don't miss the tips below for setting up your form.Message Body - This is the body of the email. The default body copy we've provided should work great in most cases, but feel free to edit it.Response Message - The message the guest will see after submitting the form. You can use Lava merge fields here to help personalize your message.Response Page - If you'd prefer to send the guest to a different page after they submit their information, you can provide the page URL here.Submit Button Text - Here you can define the text that will be shown in the submit button. Tips for Creating Your Form When you're creating your form, you can use any HTML you'd like. We provide an inclusive sample that shows you many of the advanced features. Below are a few points to consider: You have access to Lava in your form. If the guest is logged in, you can personalize your message.If they are logged in, you can also pre-enter many of the fields. In some cases, you may want to simply add their name to the name field and allow them to change it. In other cases, you can put their information in as text that can't be changed. When you do this, you can pass the value of their name in a hidden field. The sample shows both cases. It's up to you to determine which one will work best.Your email form can include attachments. This is shown at the bottom of the sample form.You do NOT need to have an HTML <form>tag in your markup. Don't add one or you'll break the page. Handle Broken Images If you’re finding that some of your images aren’t appearing in your email, be sure your Public Application Root setting is configured with the proper URL. This can be modified under: Admin Tools > Settings > Global Attributes > Public Application Root Broken Image - An email containing an image that can’t be found due to a misconfigured Public Application Root may look like this. Your Public Application Root will be formatted like https://www.organization.com/ or https://rock.organization.com/ or similar, depending on your web address. Note that the forward-slash at the end is required.