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New Message Tool

Contact, From User, and Data Fields

  • You can include Contact Fields in your Message. With these merge fields, you can personalize a Message. For example, using the [Nickname] field automatically adds the individual's nickname to their Message.
  • The From User drop-down list is similar to the Contact Fields drop-down list, but it merges fields related to the Sender rather than Recipient. The Sender is the current authenticated User or the selected User for whom they delegate.
  • Use Data Fields to add Page-specific data to your Message. Data Fields are available on every Page except Contacts, so the Message sends through the selected records rather than directly to Contacts. The options in the Data Fields drop-down list depend on the Default Field List of the All Records view of the page or subpage you are sending from. If needed, a SPoC can add any additional fields you want to use.
    Note: Data Fields work differently for Notifications, Processes, and Item Notifications.

Initial Setup

In the Domain record, configure the list of fields for Contact Merge Fields and From User Merge Fields. They don't have to be from the Contacts record, but you may use a string generated by the Advanced Search Tool from the Contacts page.

Take care when you edit these fields. You may want to edit in HTML view to avoid adding extraneous characters to the list.

Note: When you edit Contact Merge Fields, refresh the cache and check the New Message Tool to ensure they display properly in the drop-down list. Some fields may be valid SQL but may not be compatible.

If needed, a SPoC can contact Support for assistance. Your church might also engage Professional Services to edit these fields for you.

Insert Fields into a Message

Personalize your Message with Contact Fields, From User fields, or Data Fields.

  1. Launch the New Message Tool, and prepare your Message as usual.
  2. Place your cursor in your Message text or subject line where you want to insert a field.
  3. From the Insert menu, click Fields, then Contact Fields, From User, or Data Fields.
  4. Select the field you want to insert.
    Example of the Insert menu showing the expanded menus for Fields, then Contact Fields, then the Nickname field
  5. Send your Message as usual.

Once sent, the field you inserted in the Message displays the Recipient's information (for Contact Fields), the Sender's information (for From User Fields), or the Page-specific information (for Data Fields).

Add a Missing Data Field

If the Data Field you need isn't currently in the drop-down list, a SPoC can add a field to the Default Field list on a Page.

If you add a Default Field to a Page, the field becomes available in the New Message Tool. For our example, we want to add the Statement Method's Description field to the Donors page.

  1. Determine the field name to add. If you don't know the exact field name, do the following:
    1. Go to the Page you want to add the field to.
      Donors
    2. Add a new View.
    3. Insert the field you want to add.
    4. Click the SQL Layout tab.
    5. Omitting the brackets, note the field name in the Field List dialog box.
    6. Without saving, close the View.

    In this example, you'd note "Statement_Method_ID_Table.Description" as the field name to add.Example of the Views window showing the field for Statement_Method_ID_Table.[Description]

  2. Go to System Setup > Pages.
  3. Locate and open the record of the Page you want to add the field to.
  4. Click Edit Record.
  5. In the Default Field List, add the field name. Include any underscores and periods, but don't include any brackets.
    Note: The order of the Field List is the order the fields display in the All Records view.
  6. Click Save.

The field is now available in the Data Fields drop-down list for that Page.

Specify Recipients for Other Pages

Data Fields always associate with a Page other than Contacts. So, start on a page other than Contacts to select the Recipients to send to. The Contact ID Field on the Page's record determines the Recipients.

For example, you want to use Data Fields from the Opportunities page. When you select the Opportunities and launch the New Message Tool, then the recipients are the Primary Contacts of each Opportunity. This is specified in the Contact ID field in the specified Page:

If needed, you can add or change the value (SQL string) as long as it ends in "Contact_ID". This way, you can attach the Contacts associated with the selected records to the Messages.

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Last updated: November 26, 2024