Step 5: Send session proposal letters

After you have created your letter, you can send it to the session proposers.
Use the 'Add mailing' button in the mailings -> mailings menu.

First you have to choose your template.

After choosing the template you get this question:

Choose 'Yes' if you only want to send it to session proposers that didn't get this letter yet.
Choose 'No' if it doesn't matter if they already got the letter.

Mailing template
Choose your template from the template pulldown.

Mailing description
Here you can enter a short description for your mailing. This description will not be sent to the session proposer. It's only an extra description for you.

Mailing status change
Choose the session proposal mailing status after sending the mailing if you want to change it.

Filters
Recipients
Select to whom you want to send the letter. 

Proposal status
Choose to send your letter to accepted, rejected or a non reviewed session proposal.

Date of Submission
You can set your filter on the submission date.

Templates sent
If you choose 'Yes' at the first question you got 'Do you want this mailing to exclude recipients who have this mailing already?', the checkbox for this letter is disabled.

Templates not sent
If you choose 'No' at the first question you got 'Do you want this mailing to exclude recipients who have this mailing already?', the checkbox for this letter is already checked.

Current mailing status
Here you can set the filter for the current mailing status of the session proposals you want to send the letter to.

In the grey section of the screen you can see how many recipients are in your filter.

By clicking on the 'Preview & send' button, you can preview your selection. You can uncheck the boxes of proposers/proposals who are in the selection, but don't want to send the letter to (yet).

Custom mailings that have never been sent out can now be removed from the mailing list altogether. To do so, simple click the trash can icon next to the name of the template. Once a mailing has been sent out, removing it is no longer possible.

If one letter has been sent several times to (different) session proposers, rather than listing each separate mailing in the order they were sent in, mailings are now grouped together, with only the last sent mailing being shown by default.
To see more information about each mailing, simply click the plus icon on the right side of the list. You will then be able to see a complete overview of each time this mailing was sent out.