Admins and Super Users send announcements. Go to Announcements in the admin menu and open the New announcement tab (or click New announcement on All announcements or on the dashboard panel).
Writing it
- Title: shown in inboxes, on the dashboard and as the email subject. Required.
- Message: written in the same rich text editor as simple pages, with bold, italic, underline, lists, links and headings (the <> button shows the HTML). Formatting that your site allows under Settings > Security is kept; scripts and other unsafe HTML are removed when you send it, whatever your site's HTML Purifier setting.
- Attachment: optional. One file, uploaded from your computer: a PDF, a Word, Excel, PowerPoint or OpenDocument file, an RTF, text or CSV file, a JPEG, PNG, GIF or WebP image, or a ZIP archive, up to the size your server accepts (the form says how much). Recipients see a link to it.
- Link: optional. A web address starting with
http://orhttps://, shown under the message. To point at an item, a collection or a page of your site, paste its address here. - Expires: optional. Entered in the site's time zone, which the form names. After it, the announcement is listed as Expired, and the cleanup decides what happens to it in inboxes (see Recall, Expiry and Cleanup). It must be in the future.
Choosing who receives it
| Option | Who gets it |
|---|---|
| Everyone | Every active user with a role that uses the admin (Super, Admin, Contributor, Researcher), including you. Roles and named users are hidden while it is ticked. |
| Roles | Every active user with one of the ticked roles. The number beside each role is how many active users have it. |
| Named users | The people you tick. With more than eight users, type in Find a user to narrow the list by name, username or email address. |
Roles and named users can be combined; someone who matches both gets the announcement once. Choose at least one option, or the form asks you to.
Recipients are fixed when you send. People who join later, are reactivated later or change role later do not receive it, and inactive users never do.
Email copies
Tick Also send email copies to email a plain-text copy to each recipient who has not turned announcement emails off. The emails go out in the background (Omeka's background jobs), from the site's Administrator Email (Settings > General) with the site title as the sender's name, with the subject [Announcement] followed by the title. Each email has the message as plain text, the link, the attachment's address and a link to the recipient's own copy in their inbox. The site needs a working mail setup.
After sending
Click Send announcement. The announcement arrives in every recipient's inbox at once, and you land on its page.
The page shows:
- the message, its attachment and link, when and by whom it was sent, and its expiry;
- Recipients: every person who received it, with their role and whether they have read it (and when), archived it or deleted it;
- Sent to: everyone, or the roles and named users you chose;
- Delivery: the number of recipients and how many have read, archived or deleted it, and how many email copies were sent (Sending… while the background job runs, Not sent without email copies).
All announcements lists every announcement with its sender, date, how many of its recipients have read it and its status (Active, Expired or Recalled); choose a Status to see only those. A paperclip marks announcements with an attachment and an envelope those sent with email copies.
Announcements cannot be edited after they are sent. To correct one, recall it and send a new one.