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Messages

Email & Text Quotas

Each User has a maximum number of Messages they can send at one time. But because you can do your church your way, you decide what happens if a User attempts to send a Message to more people than they're allowed. Your options include:
  • Do not send the Message, and an error message displays to let the User know that they exceeded their quota.
  • Send the Message after you activate the Exceed Messaging Quota Process and approve the Message.

Send With Approval Option

If you activate the Exceed Messaging Process and a User attempts to send a Message to more people than they're allowed, an option to Send With Approval displays when they click Send. This triggers the Exceed Messaging Quota Process.

  • The Exceed Messaging Process is a one-step process that sets up a task that creates a Get Approval Task for a specific individual. See how to configure this process.
  • The Message displays on the Messages page with an In Review status until a task User approves it.
  • After the task User approves the task, the message status changes to Ready to Send and the message sends as scheduled. If the User who sent the Message scheduled to send it in the future, the Message will send on that schedule.
  • If the task User rejects the message, they must make the Message a draft to edit it. The original author can then find the draft from their Home page, edit it, add their recipients, and submit the updated message for approval. Once the task User approves the message, it will send. For more on Message drafts, see Manage Created Messages.
  • The Exceed Messaging Quota process is system-based, not User-based. If you turn it on, all Messages that send to a larger than allowed audience will submit to the Exceed Messaging Quota Process.

Gif showing the Send With Approval option in the New Message Tool

No Send With Approval Option

If a User attempts to send a Message to more people than they're allowed, they receive a warning and can't send their Message. Unless you update their email quota, they can't send a Message to that number of recipients. They can, however, go back and change the recipients to a number they can send to.

Error message that users receive showing the total number of emails and their current quota allowed

Message Quota Configuration

Note: To update a User's Email and Text quotas or configure the Send with Approval Process, you must have access to the Administration and System Setup sections of the Platform.

Security Roles determine a User's email and text quotas. The number of emails and texts a User can send is the maximum quota of the Roles they have.

To update an Email and/or Text Quota, you can open the Security Role record and update the Mass Email Quota field. When you do, note the following:

  • Users with an Email Quota of zero can't launch the New Message Tool. Instead, the tool is grayed out.
  • The system's limit for an Email Quota is 32,766. If you attempt to add a larger number, we'll let you know if it's too high.
  • The system honors the Quota of the User logged in, even if they send a Message on behalf of someone else with a different quota. For example, if a User with a Quota of 2,000 sends a Message on behalf of someone with a 500 quota, the system honors the 2,000 quota of the person logged in.
  • The system evaluates quotas based on selected Recipients. Features such as Send to Parents can exceed a User's Email Quota as long as the initial selection does not.
  • To see the Email Quotas for all Users, select the Email Quota Max view on the Users page.

Allow Users to Exceed Messaging Quotas

Enable the Exceed Messaging Quota Process to let Users send more Messages than allowed (with approval).

This Process allows Users to exceed their messaging quota on a case-by-case basis with approval. We've added the Process for you, but feel free to update it or create your own!

On the Process record:
  1. Go to Administration > Processes.
  2. Locate and open the Exceed Messaging Quota record.
  3. On the General tab, click Edit Record.
  4. Set Active to Yes.
  5. Click Save.
  6. On the Steps tab, open the Approve Message record.
  7. Review the Specific User who receives the task. If needed, you can edit the record and change this User.
    Note: The Specific User is automatically set to the Church Administrator. If there is no Church Administrator listed, the system uses the MinistryPlatform Admin User.
On the Domain record:
  1. Go to System Setup > Domains/Accounts.
  2. Open your Domain record.
  3. Click Edit Record.
  4. Locate the Messaging Approval Process field, and select Exceed Messaging Quota.
  5. Click Save.
  6. Refresh the Platform cache for the changes to take effect.
    1. Click your user photo in the top right, and select About.
    2. Click Clear Cache.
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Last updated: November 26, 2024