Send Emails is a way to send Parents or Students emails through Aeries. The form can be used to send email addresses to many recipients at once. The system can send out individual emails to any parents, students, or manually entered email addresses. The Send Emails form can be found under the School Info node in the navigation.
A user must have Insert permission to the Mass Email (EML) security area in order to use the Send Emails form. Furthermore, the user must have Delete permission to the Mass Email (EML) security area in order to send emails directly using this form. Users without the Delete permission can only save the email as a Pending Email, where it can be reviewed and ultimately sent by an admin user or a user with the Delete permission. By default, the Teacher Group is granted access to the Send Emails feature.
- Attachments are saved to filestore under user folder and "SendEmails" folder
- Attachment names have the table name (EML or LOG) appended with the EID or TID id number (e.g. FileStore/admin/SendEmails/File_EML_35.txt)
- Stores EML when successfully sent and LOGs when unsuccessfully sent
Note: Teacher accounts do not need Delete permission to EML. Teachers will send emails directly and cannot use the Pending Emails feature. Also, for teachers, the Send Emails form is found under the Teacher Misc node in the navigation.
The 'From' email address is the address configured in District School Options.
The 'Reply to' email address will automatically be that of the current User.
To send an email to individual recipients, type one or more email address in the “To:” text box, separated by commas or semicolons.
You can also click the “Add Recipients” button to lookup email addresses in Aeries.
Selecting “Add Recipients” provides the user with several options to search for email addresses.
Selecting Student in the “Search for Email Addresses by” section allows the user lookup email addresses by enter a Student Name, Student Number or Student ID.
The Section selection allows the user to search by course sections:
The Teacher selection allows the user to search students taught by a particular teacher and shows the list of teachers in the Teacher table:
Search by Grade allows the user to select email address by grade level.
Note: When using a KEEP query or searching for groups of email addresses, the form will prevent search results/KEEP containing more than 500 students. This limit prevents page timeout issues when adding an extremely large number of recipients in a single search. To send more than 500 emails, multiple searches can be utilized. Aeries recommends splitting large email jobs into multiple batches using appropriate KEEP queries as needed. The Send Emails form is not designed as a school-wide or district-wide mass communications system. Districts needing a more robust communications solution are encouraged to sign up for the Aeries Communications platform.
Note: For teacher accounts, the search options are different. Teachers can search by Student, Period, Class, or My Students (a list of all students the teacher has). All searches are limited to that teacher's classes. Also, the All Kept Students option is not currently available to teacher type accounts, since keep/skip queries are not available for those users.
You can filter the email addresses further by selecting just the parents or the students or to include inactive students.
Checking Students will include email addresses from the Student Email Address (STU.SEM), as well as any Student Portal Accounts (PWA.EM). Checking Parents will include the Parent Email Address (STU.PEM), any Contact email address (CON.EM) where Allow Access to Portal (CON.AP) is set to Yes, as well as any Parent Portal Accounts (PWA.EM).
Select the email addresses you wish to send an email to and then click Add Selected. Alternatively, click Add All to add all email addresses from the current search results. You can remove any selected email in the list or Remove All and start over.
Once you have carefully chosen the email addresses, click the OK button.
You can continue to add or remove recipients using additional search criteria until the list of recipients is complete.
Once you have chosen the recipients, add a subject line and the body of the email. You may create the body of the email in another program and paste the information in if desired, or you may use the rich text editing options available in Aeries.
Select Edit Signature to create a custom signature for your email. The signature can be saved for the current user and utilized for future emails. Select the Include Signature check box to add your custom email signature to the current email.
Select Upload Attachments to open a file selection dialog which can be used to add file attachments to your email.
Once you are satisfied with the email click the Send Email button. You will then get a message asking if you are sure you want to send this email.
Once the email has been sent to all recipients, you will get an email stating that the process is complete.
Note: For the sake of privacy, the Send Emails process will send an individually addressed email message to each recipient, rather than a single email utilizing CC or BCC.