Slate Deliver for Mass Emails (Advising)

Owned by Adam Lenter
Last updated: Jan 19, 2024
2 min read

Follow the steps below to send a mass email in Slate. You can see a visual representation of the process here:

Initial Setup

  1. Click the Deliver icon > Mailings
  2. Click the "New Mailing" button.
    1. Give the mailing an appropriate name.
    2. Select an appropriate folder (Advising[?])
    3. Enter your name for user.
    4. For Realm, enter "Advising."
    5. For Method, use "Email (HTML Editor)."
    6. Select the appropriate template. For emails from advisors, this is "Advising Communication."
    7. Click the "Save" button. You will land on your message's main screen.


Selecting Recipients

  1. Click the "Edit Recipient Lists" button.
  2. Click the "Import Query" button.
    1. Select the appropriate query. For emails from advisors, this is "Configurable Joins - Person - My Currently Enrolled Advisees."
    2. Click the "Save" button. You will land on the "Edit Query" page.
    3. By default, the query filters for students for whom the advisor is the currently logged-in user. However, this filter does not work correctly in the context of mass mailing. Consequently:
      1. Under Filters, double-click the "Staff Assigned" filter (or hover over it and click the edit - pencil-shaped - icon).
      2. Select your name from the list.
      3. Click the Save button.
    4. To target a more specific group of students than is set up by the query:
      1. Click the "FIlter" button.
      2. Click a field to filter on (see descriptions below)
      3. In the window that pops up, select the appropriate parameters for the filter.
    5. Click the name of the mailing in the top left corner to navigate back to itss main screen.


Common Fields for Filtering

FieldDescriptionPossible Values
StatusA student's status at SPS ranging from applicant to alum.

Applicant, Inquiry, and Prospect are values that would not be used for advising purposes.

New student: A student in the first term registered for classes.

Continuing student: a student who is registered but this is not their first term.

Former student: a student who has left their program before graduating.

Alumni: a program graduate.

Program of StudyThe program that the student is enrolled in.Actuarial Science, Applied Analytics, etc.
Admit TermThe first year in which a student was enrolled in classesConsist of either Fall, Spring, or Summer plus the year.
Latest Term RegisteredThe last term in which a student was registered for classes. When set to the current term, this filter provides a list of students registered for the current term UNLESS registration is opened for the following term, in which case students' last term registered could be the next term.Consist of either Fall, Spring, or Summer plus the year.
Expected Graduation Term from AdvisorThe term in which the student has indicated that they plan to graduate.Consist of either Fall, Spring, or Summer plus the year.

Producing the Email

  1. Click the "Edit Message" button. You will land on a "send email" screen.
    1. Edit the Sender email address.
    2. Put the recipient's email address into the "Recipient" field one of two ways:
      1. Click into the "Recipient" textbox so that the cursor is there.
      2. Click the "email" merge field in the top right corner of the screen. 
        OR
      3. Drag the "email" merge field into the "Recipient" textbox.
    3. Edit the Subject line.
    4. Replace the filler text with your desired email body text.
    5. Click the "Save" button.


Sending the Email

  1. Click the "Send Mailing" button - NOT the "Send Message" button.
    1. Select a date and time to send the message (optional).
    2. Click the "Save Settings" button.
    3. The email will begin to be sent at the appropriate time (it takes time to send all of the emails).