Sending Communications from Sonia

 

Background

Before sending communications from Sonia:

1. Identify the target:

• Are you sending to Students, Sites, Site Contacts/Mentors, or Supervisors?

• NOTE: If Communications Placement Information, they can ONLY be sent via the Placement Group.

2.Consider the purpose of the communication:

• Is this a general communication (welcome/login information e-mail)?

• Does it include placement information?

 

Sending General Communications

If the communication is general (i.e., does NOT include placement information), it can be sent from one of the following places:

• Search page on the Student/Site/Site Contact/Supervisor module

• Within a placement group

If Sending from a Search Page

Open the Student/Site/Site Contact/Supervisor Search tab.

Apply the appropriate filters, and click the Search button at the right to return your recipients.

• • • For example, all Site Contacts (mentors, perhaps) who are in a placement group that contains “2017” in the code.

Click the Communicate button on the ribbon.

 

If Sending from a Placement Group

Open the placement group.

If you are sending to all members of the group, simply click the Communicate button at the right end of the ribbon, and select the target audience.

To email people linked to specific students, check the box next to the Student or Site name on the Students, Placement Requests, Forms, Timesheets, or Rankings pages, then click Communicate on the ribbon.

Sending the Communication

Once you’ve selected your recipients, the communication window opens:

• From defaults to the logged-in user (can be changed).

• Reply-To is optional if replies should go elsewhere.

• TO may be blank when sending to multiple targets.

• CC defaults to your email (removable).

• Choose a Template, optionally exclude prior recipients, and filter to your own templates.

• Subject defaults to the template name but can be edited.

• Edit the message content if needed.

• Options: mark as Priority, request Read Receipts, or change delivery method (Email, SMS, or Sonia push).

• Attach the communication as a PDF to the profile or add files from your computer.

• Use Send to Me to preview with placeholders merged.

When ready, click Send.

 

Sending Communications to STUDENTS Through the Placement Group

Sending to Allocated Students

Selecting Allocated in the TO dropdown adds From and To date fields:

• Enter a From date only → includes placements from that date forward.

• Enter a To date only → includes placements ending by that date.

• Use both to define a range.

Sending to Unallocated Students

Choose the “Unallocated” option.

 

Sending to Selected Ranking Status

Select the Ranking Status to which you want to communicate.

Sending Grade

After a term ends and grades are awarded, you can filter students by Grade.

Sending Communications to PLACEMENT REQUESTS

If a site has multiple placement requests in a group (e.g., different shifts or dates), selecting Placement Requests sends a separate email for each request. Other details match sending to Sites.

Sending Communications to SITES Through the Placement Group

When communicating to Sites:

• TO may be blank when sending to all targets.

• Choose the Recipient role or the Parent site.

• Exclude sites marked as preferring printed communications.

• Optionally CC other site roles, including mentors.

• Position Title comes from the Site Contact’s profile.

TO options for Sites/Placement Requests:

• Unconfirmed – site has unconfirmed requests.

• Confirmed – site has confirmed requests.

• Rejected – site has rejected requests.

• Cancelled – site has cancelled requests.

• Selected Ranking Status – send to sites with chosen ranking status.

• Confirmed + Allocated – confirmed requests with students allocated.

• Confirmed + Not Allocated – confirmed requests with no students allocated.

Sending Communications to SUPERVISORS and MENTORS Through the Placement Group

Select the appropriate role from the Communications menu. All other details are the same as above.

When you hit "Send", you will see this pop-up to confirm the number of possible recipients.

Keep the Communication dialog box open, watch for the progress bar and confirmation at the bottom left:

The From (or Reply-To) address receives a Log Report showing whether each message was sent, skipped, or failed—with details if failed.

 

Related Article:

https://community.lumivero.com/s/article/Sonia-Creating-Communication-Templates