Emailing Organisations about applications - advice please [Resolved]

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volunteeringbh
volunteeringbh's picture
Emailing Organisations about applications - advice please [Resolved]

Hi,

we are completely new to cloud and trialing it at the moment.

It has also been a while since we changed our applications processso that when we received a volunteer application we would send thier details in an email to the recruiting organisation and NOT the volunteer. The volunteer is informed but it is then up to the organisation to follow the contact up. Do it has been terrible for this because it doesnt collect phone numbers and as a result we really like the option to request further info.

This process of contacting the orgs has worked well and we dont want to change it.Vbase cloud seems good but there seems to be no way of editing the my application actions so that you can send the volunteer details to the organisation. It seems to be defaulted to conting the volunteer only. To contact the organisation it looks like we would have to go into the organisation by searching for it separately and emailing them from a different screen. This would be an administrative nightmare as we'd have to work from 2 screens at once cutting and pasting info etc - hardly any different to working with do-it, vbase 2.5, and MS outlook as we do now (which is a pain!).

Is this correct or am i missing something? Also is this a function that any other VCs here need?

Thanks in advance for you help!

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Parvez
Hi, this is something thats being talked about on another thread at the moment. We're in the process of implementing it presently and hope to have an update in the next couple of working days.
rtomalin
rtomalin's picture

Ha ha!!  Just browsing the forum and found this thread.  I mentioned this same issue in a different thread earlier today.

Pavez - is there any progress on this?

Richard

Parvez

Hi Richard - I'm catching up later this week with the team and will feedback once I know where we got to on this.

volunteeringbh
volunteeringbh's picture

Hi Parvez,

 

I am completing my systems audit today which will untimately sway whether we sign up for Vbase cloud or not. Do you have an update on this issue please? Many thanks Zora

Gopi

Hi,

This enhancement is in progress and expected to be released next week. 

Thanks

volunteeringbh
volunteeringbh's picture

great thanks

Gopi

Hi everyone,

This feature has been added now in Actions -> Send Info button in 'My Do-It Application' page. 

'Send Info' action can be used for the following three actions,

  1. Send an email with opportunity details to the Volunteer and record this action as an activity.
  2. Send an email with Volunteer & opportunity details to the Organisation and record this action as an activity.
  3. Create "Send info" activity with addtional details and attachments. For Eg:- if a volunteer walks-in and you give them the details of an opportunity and record this activity.

Please refer the user guide on Send Info to get detailed information on this new feature.

updated link :- https://v-base.org/users-guide/applications/processing-applications/step-3

Thanks

sue.dunmore
sue.dunmore's picture

Hi Gopi,

This really is great and I'm so glad we have this feature now! It will make things a lot easier.

I do agree with Richards 2 points as well though.

I also noticed that when we sent the volunteers details to the organisation (from a profile which has a lot of the information filled out e.g everything on the summary page) the only information of the volunteers is "Name" "Email" "Phone" and "Address". Is there a way that we can customise and choose which fields of the volunteer's we would like to be given to the organisation like we do with the "Volunteer Information Forms".

rtomalin
rtomalin's picture

Hi Gopi

This looks really useful.  I am sure I speak for others when I say thank you for picking up our big concerns and addressing them.  As I understand it (and I have yet to talk to our volunteering coordinator about this) it looks like this will perform the Referral tasks that we have been talking about so much.

I have just a couple of observations, that I hope others can jump in and comment on....

  1. When you have used the function once, it becomes unavailable in the Actions drop down on the My Applications screen.  I don't see that this is necessary and should be able to be used more than once.  In particular, if a user send details (say) to a volunteer and skips the other options (for whatever reason) they could not go back in and send to the Organisation.
  2. Secondly, I notice that the same initial screen comes up if you select Follow Up - together with the Skip this step button.  I assumed when I saw this that you would be able to use the followup function to send an email to the Organisation as well.  This would be good I think.  But if you click Skip it just returns to the My Applications page.  Can the new functionality be extended to Follow up as well - I think users would like that.

Regards

Richard

Claire Jones

This is really useful but I have a few observations and questions?

1.  Is there a way of changing the template email so that it applies to all and what it looks like?  I can't seem to test the function unless I put in a dummy do-it application via do-it?  I actually don't understand where the volunteer details are when you're sending them or t  We currently use a template when sending volunteer information to organisations (copying and pastng the individuals details currently) and then making sure the plain text box also has the same information for  those folks whose email only reads plain text. I've looked at the instructions and that really doesn't explain if the details you send are as an attachment?

2.  Like Richard above I'm concerned that we can only use this once per Do-It application and that it only applies to do-it applications.  I understand that in step 3 we care record activity of sending info to organisations and volunteers for those that walk in but that doesn't generate an email does it? It would be helpful if we had the same system for ALL volunteers not just those applying through do-it?

I may be missing something here so apologies if i'm reading this wrong.

Thanks

Claire

Kim Beadle

Hi Gopi, 

I see you have closed down the last thread but I am not sure that you have completely understood what I was after. I was hoping that there would be some way for us to easily and simply, send across the information of a volunteer, e.g. the volunteer's basic (gender/date of birth) and additional details/information (e.g. bio, past experience etc) at a click of a button.

At the moment, we have to copy and paste this information from within the volunteer's area - see attached), which is tiresome as a lot of the areas are redundant (e.g. their email and postal greeting). It was also be great to have this information formulated into a presentable and easy to read format for the benefit of the organisations we are helping.

Would this be possible?

Thanks.

Attachments: 
Jen Volunteer Now

Just coming back to this as I want to start sending more emails directly from VBC rather than having to copy and paste using Outlook as we do at the moment. This doesn't seem to be working as Gopi suggested above, and like some of the others above I'd really like to be able to send volunteer info to the org using this but it doesn't seem to work. Also the user-guide for this is not there, or at least the links above don't work. Any progress on this please? 

Gopi

Hi Jen,

User guide link has been updated now. Please refer https://v-base.org/users-guide/applications/processing-applications/step-3.

You can control the content of the email too now. Please refer https://v-base.org/users-guide/system-administration/send-info-email-con... for email content setting user guide.

 

Thanks

Jen Volunteer Now

Hi Gopi. Thank you for that, it looks like it is going to do exactly what I need it to do but it doesn't seem to be saving the settings when I change them. I have unticked all of the boxes on the Opportunity Email - Content Settings screen and clicked save, but when I go back into it they are all ticked again. I even tried logging out and back in to see if that would work but it didn't. Can this be looked into please? 

Gopi

Hi Jen,

There was an issue on saving 'Opportunity Email - Content Settings' , while all of the boxes are  unticked. This issue has been fixed now. Please check...

Thanks

Jen Volunteer Now

Brilliant, thanks!

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