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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60596

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I am now releasing Revision 3 of 3 to the Email Agendas feature, which is what I call the "Response Links" functionality. This is a revision that I have had a hard time keeping quiet about my enthusiasm about it. :lol: B) I have tried to put a lot of my best thinking into this.

Past Agenda Emails have had links in them, but not like these. These links are specifically designed to enable you to interact with the FreeToastHost system for meeting related activities from just the agenda email itself (or pretty close to that). This means that you can click a link in the agenda email itself to report that you plan to attend (or not attend a meeting). Also, you can click a link to take a role, drop a role, or confirm a role from the agenda email itself. The agenda emails containing response links are tailored to you, so that only the links that are relevant to you are presented. It is my intention that this new functionality supports a fundamental paradigm shift in how members interact with the system.

I nave noticed more and more that members do not want to log into the system and with the trend towards mobile, I wanted to put something together quickly that I thought would help address both trends. Yeah, I could do a responsive layout revamp of the system, but if people do not want to log in to take meeting roles in the first place, that really does not matter. (However, I will be doing responsive in the future.) *Convenience* really drives many people's motivations when it comes to software, so with this revision I am simply acknowledging that.

I started a new thread on this because there is a lot to cover on this...
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60597

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There is a new option available for the Agenda Emails... this new option is what enables this new functionality:



Additionally, there is a related new option in the member profiles (more on this in a moment):

Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60598

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Below is what the response links look like... in the first one, I have already answered that I will not be attending, but I am given a link to change my mind to YES, if I want to do that. Again, keep in mind all these links are tailored to the individual recipient's situation... the emails start from a common agenda, but are tailored to insert the appropriate links.




In this second example, I have taken a role in a meeting that I plan to attend, but have not yet confirmed the role.

Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60599

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So what happens when you click a response link? Well, that depends on whether you clicked the "Use MAILTO" option in your member profile or not. If you did, then you are presented an email to send to the server with your response... no login to the website required. (The server identifies you from your "From" email address.) However, you need to be sure that your system can properly handle the MAILTO links and you will have to wait a few minutes for the change to be "recorded" in your website. (usually, less than 5 minutes)



If you do *not* choose to use MAILTO links (the default is not using them), then you are presented with a response form where you have to enter your member password and click Submit. This approach avoids having to deal with setting up MAILTOs and is faster to record the change in your website. (However, you do have to enter your password.)

Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60600

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Keep in mind that this is new functionality, so despite my testing, there may be some rough edges... please report those here. Also, the role change notifications functionality is not yet integrated with MAILTO "flavor" of this. I will be doing some revisions on that functionality, so I just decided to do all of that at once later.

I wanted to do both the MAILTO and the web form flavors of this, since it is probably unlikely that everyone will be able to use the MAILTO approach, which is my personally preferred approach. Using MAILTO's will likely require some extra technical saviness to get them configured properly. For example, in our testing, we found that MS Outlook did not process the MAILTO links without some extra tweaking.

Also, for corporate clubs, there may be some corporate IT security concerns, so that is why this is implemented as an option for the Email Agendas feature... basically, if you do not use response links, your agenda emails should look like before.

Lastly, I realize that we may be able to do more with this approach in the future... However, let's start with these 5 types of actions (attending meeting, not attending meeting, taking a role, dropping a role, and confirming a role) and see where that takes us first. B)
Regards,

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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60607

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Steve

Thank you very much for this change. I have tried it and it works very well -easily the most significant and useful change to the agenda functionality for me. I have used two email clients - Microsoft Outlook and Mail (Apple) and they both work well with no tweaks when I selected MAILTO in my personal profile. I tried it on my Iphone 6 and again no issues.
I would prefer to have the "MAILTO" option selected as the default in all members profiles rather than leaving it blank. This would make it even easier for people to sign up for roles without using a password to login. If this could be done I would vote for it provided other members are on board - but it is not a game changer for me ! I like these changes so much that I will be implementing them in my club right away.

Great Job...Thank YOU !!

Ralston Maloney
Club President
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60609

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I would prefer to have the "MAILTO" option selected as the default in all members profiles rather than leaving it blank.


I have thought this through *very* carefully and done sufficient testing that I am not inclined to make using MAILTO's the default. While I am happy that you were able to get it to work for you, I have to consider the variety of other clubs that may use this--not everyone will be able to use the MAILTO flavor. Thank you for offering your opinion, but in this case, I am not inclined to want to change the functioning.

If you want your members to use the MAILTO flavor, you could always just use Membership Management to edit their profiles and change the setting. From my perspective, though, this should be left to the member's personal preference, since the functionality should work either way.
Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60611

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Will there be documentation to make it easy to explain to members? I could cut and paste and create one, but figure you'd do a better job. Great effort and logical thinking. Kudos and much solace to you.
Marc Richards, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60612

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Steve

My thinking is that if MAILTO was used as the default and it doesnt work for any particular member then would the system not revert automatically to the current system of supplying a password ?
Ralston Maloney Club# 2976
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60613

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Steve

My thinking is that if MAILTO was used as the default and it doesnt work for any particular member then would the system not revert automatically to the current system of supplying a password ?


No, there is not a good way to do that, since the MAILTO link processing is implemented at the system level and in email agents that are outside of our control. There is no fall back mechanism available without some sort of script like JavaScript to implement it--the agenda emails absolutely cannot have any JavaScript in them for security reasons. Essentially, this functionality is working on the very fuzzy fringes of what FTH can do for you. Everything has to be decided up front and then loaded into the links which cannot be changed in the email itself after you receive it... they can only trigger something else.

If they are MAILTO's, they are triggering something that is still outside our control, an email in your email agent... we control the content of the email via the link specifics but not how the email is processed. If MAILTO's are not used, then we actually have more control w/ the web form since that I control the design and functionality of that form... unfortunately we *must* have a password for that approach.

What I think you are maybe missing here that I have already considered is what happens if the agenda is forwarded to another member for whom the links were not tailored for, and then the member clicks a link. For the MAILTO link case, the member's identity will still be obtained from their From email address. However, for the HTTP link case, the person's identity is part of the link itself... and the web form will come up with the wrong person's name. However, the name can be changed (it is basically the member login form on steriods) and the password ensures that the proper person is identified to the system.
Regards,

Steve James, DTM
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>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60614

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Will there be documentation to make it easy to explain to members? I could cut and paste and create one, but figure you'd do a better job. Great effort and logical thinking. Kudos and much solace to you.


Jane will likely lead us in that effort after the "dust settles" on this. There are usually a few more tweaks to be made... normal.
Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60618

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What I think you are maybe missing here that I have already considered is what happens if the agenda is forwarded to another member for whom the links were not tailored for, and then the member clicks a link.


Thanks for your explanation which will change my aproach in explaining the new functionality to my club's members. I have also found that if I forwarded the agenda to a non-member (we usually f/w to guests and prospective members) who subsequently clicks a link then he or she will not able to sign up for roles which is what I expected to happen. Thanks.

Ralston Maloney
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60623

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While I do not recommend sending an agenda with member names to a non-member, I realize that clubs do that. In order to do that, you should just send a version with the response links shut off. Another reason that those links are an option...

The look-ups that are triggered by clicking a response link are only member look-ups.
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Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60625

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Again, when using the response links, each emailed agenda is tailored to what is appropriate for the end recipient.
I cannot emphasize that enough--it is key to understanding this feature.

The reason for this is to make the email approximate the same choices that would be available to you if you were to login and then view the agenda sign-up screen. Some options, such as confirming or dropping certain roles that you have previously taken, would only be relevant to you and no-one else.

However, one key difference is that the email is static and the response links in it will not update over time like logging into the website will. So if you received an agenda email with response links in it a week ago, some of the roles that were available then may no longer be available. I have tried to account for this behind the scenes, but there may be issues related to this timeliness factor that I could have missed.

Because of this timeliness factor, members may need to trained to pay attention to how recent the agenda is that contains response links.
Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60626

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Oh, by the way, the agenda email supports variable replacements in the custom message now, also.
Just click the MORE link under the custom message box in the Email Agenda dialog for more details.
Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60627

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This brings up another question- what happens if a response link which shows "role available" is clicked but that role is really not available because the response link was not updated ? Does the person who had signed up for the role gets replaced ? Or does the system disallow any further sign ups for the role ?
Ralston Maloney Club# 2976
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60628

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This brings up another question- what happens if a response link which shows "role available" is clicked but that role is really not available because the response link was not updated ? Does the person who had signed up for the role gets replaced ? Or does the system disallow any further sign ups for the role ?


Two things...

1. The only way that a response link can be "updated" is if another more up-to-date agenda email is sent out. The links are still static.
2. The system checks if someone has already taken the role and will not replace it. For the web form flavor, you get an error message. For the mailto flavor, currently no error message is received, but I am thinking of changing that to send a bounce email back. (seems like the most logical approach)

Keep in mind that we are in early stages of this... still some things to sort out.

Another thing to sort out... what happens when someone signs up for a speaker role from the email... maybe I should have the system send a follow up form email to collect the speech details--it does *not* currently do that. It has also occurred to me that some sort of emailable speech details form would be useful since people frequently sign up for speeches before they know exactly what speech they are going to do. If they had a form waiting for them to complete in their email inbox, it could be very useful.
Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60629

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Ok, I added a bounce message to handle errors for the MAILTO usage scenario.

This should handle the case of someone already having taken a role for example.
Regards,

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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60634

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Hi Steve, thank you so much for this implementations on the email feature, I love them! They are so flexible and I love the possibility to use the tags. If it's possible I would like to have the possibity to use a tag for the role they took to remind them. Like "your role is ....". Anyway just if it's easy implementation.

One thing that I came across that I need help with is the former members. I sent an email to the former members ( do once in a while to invite them to special events) and someone asked me to be removed from the list. It's a former president and she might come back in the future. I wonder if, in this cases, there is a way to exclude them from sending any kind of email without eliminating them from the system since it would eliminate all their past information.

Thank you again.
Andrea Dalle Molle
VPE Miami Beach Toastmasters
Club: 1293723
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60635

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Hi Steve, I hope this can ease your work, is it possible ot make the link open the website at that page so they can see the agenda and eventually receive the error message there?
Andrea Dalle Molle
VPE Miami Beach Toastmasters
Club: 1293723
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60636

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Hi Steve, thank you so much for this implementations on the email feature, I love them! They are so flexible and I love the possibility to use the tags. If it's possible I would like to have the possibity to use a tag for the role they took to remind them. Like "your role is ....". Anyway just if it's easy implementation.


I am not getting what you are referring to here... "tags" is not a term I use currently. Can you rephrase and clarify?

One thing that I came across that I need help with is the former members. I sent an email to the former members ( do once in a while to invite them to special events) and someone asked me to be removed from the list. It's a former president and she might come back in the future. I wonder if, in this cases, there is a way to exclude them from sending any kind of email without eliminating them from the system since it would eliminate all their past information.

Thank you again.


My recommendation would be to just cut and paste their primary email address to the follow-up notes. When you do that, the system will fill in a "noemail-" address for the primary email... those get excluded.
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Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60637

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Hi Steve, I hope this can ease your work, is it possible ot make the link open the website at that page so they can see the agenda and eventually receive the error message there?


You can already do that without response links. Why would I want to add functionality only to make it "dumbed down" and work the old way? :pinch: :? If you do not want to use the new functionality, you do not have to.
Regards,

Steve James, DTM
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60638

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Hi Steve, thank you so much for this implementations on the email feature, I love them! They are so flexible and I love the possibility to use the tags. If it's possible I would like to have the possibity to use a tag for the role they took to remind them. Like "your role is ....". Anyway just if it's easy implementation.



I am not getting what you are referring to here... "tags" is not a term I use currently. Can you rephrase and clarify?


I mean the variables {name}, it would be useful to have something like {role-taken}

One thing that I came across that I need help with is the former members. I sent an email to the former members ( do once in a while to invite them to special events) and someone asked me to be removed from the list. It's a former president and she might come back in the future. I wonder if, in this cases, there is a way to exclude them from sending any kind of email without eliminating them from the system since it would eliminate all their past information.

Thank you again.


My recommendation would be to just cut and paste their primary email address to the follow-up notes. When you do that, the system will fill in a "noemail-" address for the primary email... those get excluded.


Oh this is a great solution!
Andrea Dalle Molle
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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60639

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I mean the variables {name}, it would be useful to have something like {role-taken}


Ok, got it! Let me take a look at that. :)
Regards,

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UPDATED FEATURE - Response Links in Agenda Emails 7 years 2 months ago #60641

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Hi Steve, I hope this can ease your work, is it possible ot make the link open the website at that page so they can see the agenda and eventually receive the error message there?


You can already do that without response links. Why would I want to add functionality only to make it "dumbed down" and work the old way? :pinch: :? If you do not want to use the new functionality, you do not have to.


Maybe I am misunderstanding the inquiry here??? :unsure: Sorry if that is the case. :oops:
Regards,

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