.. done

Email Drafts
============

When preparing to send an email,
you have the option to `Save as a Draft`.
This Draft will remain private,
available only to you,
unless you share it.
There are the following options available relating to Drafts:

#. Creating and saving a Draft before sending an email
#. Editing and/or Sending a Saved Draft
#. Sharing Drafts

Create and Save a Draft
-----------------------

Step 1
    Go to any people record (I normally use my own)
    and the `Blue Toolbar > Email > Create/Edit Saved Draft`.

    .. note::
        You can actually create a new draft or edit an existing one
        by selecting that option (Create/Edit Saved Draft) from anywhere
        that you see the Blue Toolbar.

Step 2
    Select the appropriate Template,
    and compose your email,
    including the subject.

    .. seealso::
        :doc:`Email_Index`

Step 3
    Click `Save as Draft` button.

Step 4
    Enter the name of the Draft and click `Submit`.

    .. note::
        Only for *new* drafts do you enter the name. When saving edits to an existing
        draft, the draft will be saved with the original name (followed by a version number if
        **UseEmailDraftVersioning** is set to **true**).
        See the section `Multiple Versions of Saved Drafts` below.

At this point, you can Send Test Email (to me),
or you can leave the page.
The draft will be saved.
You can continue to return and edit the draft until
you are ready to send it.

.. admonition:: Saving Draft after Finding Target Audience

    If you find your target audience, select a saved draft,
    make changes to that draft, and then click Save Current Draft,
    the recipient list will be removed and you will see the count
    change to 0.
    At this point, if you send the email it will go only to you.
    This is to keep you from making edits and accidentally sending
    your email to your list before you are ready.

Edit a Saved Draft
------------------
Navigate to `Administration > Communications > Email Templates` and select the `Saved Drafts` tab. This is where you
will see any Drafts that have been saved. Anyone can save a draft of an email and these drafts are visible when emailing
(based on the permissions for the template that was used). You can also access saved drafts or create a new one by
selecting the `Blue Toolbar > Envelope > Email > Create/Edit Draft` (more on that below).

A user with the `Admin` or `EmailTemplates` role can view all Saved Drafts in the Special Content section.

We display the following information for drafts:

- Name of the draft
- Date last updated
- Username of the owner
- Role indicating which users can use this draft

You can select and delete drafts on this page.


To access only your drafts, follow these steps:

Step 1
   Go to any people record (I normally use my own)
   and the `Blue Toolbar > Envelope > Email > Create/Edit Saved Draft`.

Step 2
    Click `My Drafts` tab on the Select Template page,
    and the click on the draft you want to edit.

Step 3
     After editing the draft,
     click `Save Current Draft`.

At this point, you can Send Test Email (to me),
or you can leave the page.
The edited draft will be saved.
You can continue to return and edit the draft until
you are ready to send it.

.. admonition:: Multiple Versions of Saved Drafts

    If you save a draft multiples times,
    you might need to revert to an earlier version,
    so TouchPoint will save those versions for you when you have
    the administration setting **UseEmailDraftVersioning** set to **true**.
    You, of course, name your draft the first time you save it,
    and open that the next time you want to edit it.
    When you save that version,
    it will be named [name of draft]v.1.
    Your original will be named just [name of draft]
    without a version number.
    If you always select the latest version,
    the numbering will look something like the image below.

    This allows you to select any version you want
    in case you want to revert to an earlier version.

    .. figure:: https://i.tpsdb.com/2016-04-08_13-43-33-1.png
        :target: #

        Multiple Versions of the Same Draft

Send a Saved Draft
------------------

Step 1
    Go to your recipient list -
    that is, the Organization, Tag, or Search Results
    to whom you want to send the email,
    and select the `Blue Toolbar > Email > Individuals`.

    .. note::
        Of course, you can also select Parents
        or Child with Parents CC'd.

Step 2
    Click `My Drafts` tab on the Select Template page,
    and then click on the draft you want to send.

    .. note::
        Saved Drafts will be listed on either the `My Drafts`,
        `Team Drafts`, or `Shared` tabs.

Step 3
    Verify that your email message is complete,
    and then note the following options/actions:

    -  Press `Save Current Draft`

       -  If you do not want to send the email,
          this will save the changes to your draft
          and you can repeat steps above when
          you are ready to edit it again or send it.

    -  Press `Send Test (to me)`

       -  This will send a test to you for proofing.
          Close the Test Email Sent box to continue.
          At that point,
          you can select one of the other options,
          either `Save Current Draft` or `Send`.
          You can use the test email as often as needed
          to view your email as your recipient will see it.

    -  Press `Send`

       -  This will send the email to your recipient list.
          By default, the draft will be saved,
          until you go to `Create/Edit Saved Draft` and delete it.

Share Saved Drafts
------------------

When you follow the steps below,
you will be sharing all of your saved drafts with everyone that
you add to this tag.
You can remove users from the tag at any time.
Until you remove them, they can access any of your shared drafts.

.. admonition:: Exception

    If you have a Saved Draft that was created using a Template
    and that Template was restricted to users in a specific role,
    the user will not be able to access your Saved Draft
    unless they are also in that same role.
    In other words,
    you cannot violate the restrictions on a Template
    by sharing your Drafts with someone who is restricted from using the Template.

Step 1
    Go to `People > Manage > Tags` and
    create a new Tag with the name
    **SharedDrafts**

.. seealso::
    :doc:`../People/Tags_Index`

Step 2
    With **SharedDrafts** as your Active Tag,
    find the user/users
    with whom you want to share the tag and add them to the Tag.

.. important::

    - Do not share your SharedDrafts Tag,
      just add people to this Tag.
      By virtue of their being in the Tag,
      they have access to your Shared Drafts.
    - Manage your SharedDrafts tag periodically.
      If you add someone to your SharedDrafts tag
      in order to collaborate on a specific Draft,
      once the collaboration has ended,
      you can remove them from your SharedDrafts tag.
    - Saved Drafts that were created using a Template available to Everyone
      can be shared with any user, regardless of their roles.

|
|

+--------------------+------------------+
| **Latest Update**  | **05/11/2021**   |
+--------------------+------------------+

Navigation to Drafts and Role to access Drafts