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This page is used to add an email to a committee meeting, for example to notify attendees of the meeting, or as a reminder. It displays when you open the Committee Meeting record, go to the Email related item and click the Add button to the right.
An email can be sent immediately or scheduled to be sent in the future.
Emails will not be sent at all if the Committee Meeting status is Completed.
Emails will not be sent to specific recipients where:
• The person is not current, even if they are included in the selected committee.
• The Deceased? slider on the Personnel or Student record is Yes.
Menu path: RME menu > Ethics > Manage Committee Meetings > Emails
Reminder emails
If an email template is used and it has reminder emails defined, these will be created once the main email is created for the committee meeting. They will be sent based on the reminder configuration based on the scheduled date of main meeting email template, for example, 5 days after the meeting invitation email was sent. If no scheduled date is provided for the main meeting email template, reminders will be created based on the current date. The current date is based on the system time zone set in System Preferences, Time Zone Settings.
If you need to reschedule a reminder, make changes manually.
To add an email to a meeting, refer to each section below as needed to complete the fields.
If using a pre-defined email template, select which template to use. If not using any template, continue to stage 2 below.
Default Field Label (in layout order) |
Description |
Template Code |
If using a pre-defined email template, use the lookup to search for and select the one you want to use. Some fields will be populated based on the selected template, as read-only. Complete any editable fields that remain. To edit read-only fields, select the Customise button. Customised emails will not reflect any changes made to the base email template. Email templates are set up and managed in RME > System > Email Templates. |
Customise |
Used to edit the content of a selected email template selected in the Template Code field This can be formatted as required. See: Text editing toolbar |
Default Field Label (in layout order) |
Description |
Send as Calendar Event |
Indicates whether the email will be sent as a calendar event to automatically create a meeting in the recipient’s calendar, such as Microsoft Outlook, Gmail, or iCloud or others The defined email sender will receive accepted meeting notifications. Note that if the Location is not specified in the Committee Meeting record, a value of TBA will display as the location of the meeting in the calendar. |
Scheduled Date |
Meeting date Cannot be in the past. |
The Sender and Sender Email fields identify the person sending the email. Recipients see this in their email list. Details are automatically populated with your person code, name and email address. If you want to select another person to be the sender, use the lookup to search for and select the person.
As more than one email address can be attached to a person record, the system populates the email address of the sender based on the following rules, in order:
• Use the current Primary email address created in the person context.
• If no current Primary email address exists, use the first created email address in the person context.
• If no current email address exists in the person context, apply the above rules to the Student context email addresses.
• If the user does not have a Student record either, the email address will be blank.
Even if this field is not marked as mandatory (red asterisk *), it is required for the email to be sent.
This area is where you define how you want the email sent, and who to send it to based on role. Using the lookup, you can limit the email to only those attendees who accepted the invitation, or you can exclude those who will not attend, and send to everyone else.
1. In the To/Cc/Bcc field, select how you want to send the email to recipients, from the following options:
• To - Send directly to each person; all names will be visible in the sending details
• Cc - Send as a reference; all names will be visible in the sending details including other cc's
• Bcc - Send as a hidden reference; Bcc recipients are hidden from all others in the sending details
2. In the Role dropdown, select the relevant role from the following options, then click the Add button on the right:
• All Personnel - Provides a lookup to search for and add any person that exists in the system
• Non RME Person - Provides fields for you to enter the email details for an person external to the institution
• Committee Meeting Attendees - Provides a lookup where you can either select from a list of current attendees (Filter), or search for and add others, as outlined in the following steps.
In a lookup, place your cursor in the Select to add to Selected Items field. Underneath, recipients based on the option you selected in the Role field will display in a grid. You can select all of the items in the search results, select individual items, or search for different items in the lookup, as follows:
a) To add all the items listed as search results, select the Filter tab that shows the search query filter. Click Return Filter to add the filter query. When the email is sent, it will be sent to all the recipients in the list.
b) To select an individual item, click the entry from the results. It will be added to the Selected Items field. You can continue to add recipients in this way. Click Return Selected to add recipients to the email.
c) To look for different items, use the lookup controls and click Search. As above, you can select all the resulting items (a), or select individual items (b).
To add more recipients from different roles or records, repeat the above steps.
To delete
a recipient, select the Delete
(trash can) icon to the right
of the entry.
You use this part to attach files to the email.
The default maximum size for all attachments is 20MB. The default maximum size for a single file attachment is 20MB. This means that you can add more than one file provided the total is no larger than 20MB, or one large 20MB file. Default maximum values for attachments are configured in System Preferences. For more information about documents, see: RME core - Document upload and management.
To add an attachment:
In the Attachments section, click the Select file button, or drag it and drop the attachment in the field.
If you opted to select a file, navigate to the file you want to attach, select it, and click Open.
If antivirus scanning is enabled in System Preferences, the file will only be uploaded if it passes the scan.
The attachment is displayed in this section. You can add more than one.
Change the Compress Attachments? slider to Yes if you want to compress them, for example, to send them multiple attachments as one file.
To delete an attachment, click the x on the right of it.
The Subject and Body section is where you define a title and the content for your email. You can enter your own text, you can embed core field values from RME or other values from the email, such as recipient, or it can be a mix.
Complete the fields, using the table below as a guide.
Default Field Label (in layout order) |
Description |
Subject * |
Mandatory Title of your email, to describe what the email is about This is seen before the email is opened by your recipients. Enter text, or use/include core field values from the List of Items if you wish (below). For example, you could add Assessment Outcome from the Committees as the subject. If using an email template, the name of the meeting is shown in the Subject line by default; change it to suit if needed |
Body * |
Mandatory Content of your email Enter text or use/include core field values from the List of Items if you wish (below) This can be formatted as required. See: Text editing toolbar |
List of Items |
This panel to the right of the Subject and Body sections allows you to add details from fields in a core record to the email
To add a core field value: 1. Go to the List of Items dropdown and select the type of item you want to add. Options include: Core, Assign Applications to Meetings, Committee Meeting Action Items, Committee Meeting Attendees, Recipient or Sender.
Result:
The code to embed the core field value is added to your email
template.
|
Item options |
|
Show code as name |
This option is only available for dropdowns, for example, the Status field. It controls the display of the field data as either a user code or the name of the selected item in the dropdown. |
New line |
When multiple records are selected, this option puts each record on a new line. Example: When including investigators, each investigator can be shown on a new line so it forms a list. |
Ignore if none |
This option controls whether the email should be sent if one of the fields selected has no value at the time of sending. • Select Yes to stop the email from being sent if the value is blank. • Select No to send the email if a field value is blank, with a blank space shown in the content.
|
All records? |
This option controls whether the selected field will be for all the records in the chosen related item or filtered records from a search query. For example, when displaying a Full Name of the investigator, you can choose to display the full name for all investigators or records from a search query. If not all records, when you add the field to the email, a filter and search panel displays to allow you to select which records to use, similar to the lookup in Recipients above, steps 4 and 5. |
To see what the email will look like to recipients before sending, save it and click Preview on the toolbar. The content of the email will display with translated core fields to show the appropriate values that will be in the final email.
This option is only enabled when you
save the email content at least once.
If you want to save the email body content and all attachments as a new template, go to the toolbar and click Copy to New Template and name it. When you next use the saved template, these will be automatically populated, and the Subject line will default to the name of the meeting.
In the toolbar, there are two ways to send an email:
Save or send the email before clicking
the Back button or you may lose
your work.
Emails are listed in the Email section of the meeting record. If the template you used has reminder emails set, these will also be listed. The grid shows the email status as follows:
Status |
Description |
Scheduled |
The email has been scheduled to be sent at a later date |
Sent |
The email was successfully sent to the exchange server. If there is a mail server error, such as the email address isn't valid or the inbox is full, the sender will be notified by the exchange server that the email wasn't sent and the reason for the error. |
Warning |
The email was sent to some of the recipients and wasn't sent to others. All the errors are logged in the error log for the recipients that didn't get the email.
|
Failed |
The email wasn't sent. All the errors are logged in the error log. If an email fails due to the total size of attachments, try sending compressed attachments. |
Prerequisite: An email scheduling service is used to send scheduled
emails in RME. This service needs to be installed on a server and correctly
configured for the scheduled emails to be sent successfully. For details,
refer to the RME Installation Guide.
Product key: Modules - Ethics
Page ID: ETH034.htm