Email & Texting

Email Drafts

When preparing to send an email, you have the option to Save as a Draft. These are the following options available relating to Drafts:

  1. Creating and saving a Draft before sending an email

  2. Editing and/or Sending a Saved Draft

  3. Sharing Drafts

Create and Save a Draft

Step 1

Go to your People Record. On the Blue Toolbar, click the Email icon > 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.

See also

Sending Emails

Step 3

Click the Save as Draft button at the bottom of the email draft.

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 click Send Test Email (to me), which will send to yourself, 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.

Note

Depending on the links included in the draft, the links may not work in a Test Email, especially if they are authenticated Special Links. For best testing of Special Links, consider sending a real email to yourself rather than a test one.

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

Any user with the Access role can access saved drafts or create a new one by going to their profile and selecting the Blue Toolbar > Envelope Icon > Email > Create/Edit Draft. They can also access Team Drafts based on the permissions for the template that was used (more on that below). A user with the Admin or EmailTemplates role can navigate to Admin > Communication > Email Templates and select the Saved Drafts tab. They will see any Saved Drafts that have been saved by any user.

We display the following information for personal Saved Drafts:

  • Name of the draft

  • Role indicating which users can use this draft. Other users will see the draft in their Team Draft folder if they also have the role assigned to the original template.

  • Created date

  • Option to clone the draft

You can also check boxes next to drafts and opt to delete drafts.

When an Admin is viewing drafts under Admin > Communication > Email Templates, they will also see the ownder of the draft. They can opt to delete a draft but cannot clone a draft from this view.

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.

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

Multiple Versions of the Same Draft

Send a Saved Draft

Step 1

Go to your recipient list - that is, the Involvement, Tag, or Search Results to whom you want to send the email, and select the Blue Toolbar > Email Icon > Individuals or one of the other options offered.

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:

  • Click 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.

  • Click 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.

  • Click 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 to specific users or to a Team

Drafts will automatically be shared as a Team Draft when created from a template that is locked to a role that others also have. Optionally, drafts can be share to specifc people using a tag.

If a user wants to share all of their drafts with another user, see steps below. You can remove users from the tag at any time. Until you remove them, they can access any of your shared drafts.

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 the top menu to Tag Icon > Manage Tags and create a new Tag with the name SharedDrafts.

See also

Tags

Step 2

With SharedDrafts as your Active Tag, use a People Search to 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

06/09/2025

Clarified Team Drafts