Sending Emails
Users can send emails from SafeGrounds, which will automatically document that email as an Action in a case. To utilize this functionality, you must open the relevant case, and select Email from the Case Menu. You will see a blank form (below).
You must include at least one recipient for your email (the 'To' line) but can include multiple. In the 'To', 'Cc', and 'Bcc' lines, you can opt to select recipients from:
Parties: Allows you to select any Involved Party from the case
Team Members: Allows you to select any Team Member from the Case
UVa Members: Allows you to search for/select anyone with a UVa Computing ID (search by name or by eID)
Community: Allows you to manually enter a non-UVa email address
The 'Action' section of the Email form allows you to attach your sent email to an Action in the case, thereby automatically documenting your communication. You can document your email as part of either an existing Action, or you can create a new Action to document your email.
The 'Template' section of the Email form allows you to select a pre-set email template (which you can also edit) from either your personal templates, or public templates (for more information about creating templates, see the next section, Email Templates). The list of available templates will populate based on the Case Types on that case. The case example below is a NonPC Case, so only the NonPC templates are available:
You are not required to use an Email Template to send an email using this functionality; however, templates provide efficiency for commonly sent messages.
Using either a template or a manually entered message, fill out the Subject and Body of the email. When you have completed these fields, select Send Email (you will also be asked to indicate Yes to a pop-up window confirming that you are ready to send the email).
You may upload an email signature to append all emails that you send through SafeGrounds. To create a signature, click the blue text (shown below) that displays when you create an email.
You may also include Attachments with any email that you send, by using either the Drag & Drop option or by selecting files at the bottom of the email form. Email templates (see below) can also include attachments.
Email Templates
There are two types of email templates: Personal Templates and Public Templates.
Personal Templates are templates that each user creates for their own personal use. Only you can see your personal templates. You can create, edit, and manage your own personal templates from your User Account (see below).
Public Templates are templates specific to a given Case Classification that anyone with access to that Case Classification can see and use. The Classification Owners are the only people that can manage and edit these templates, though a user can make a copy of a public template and save it as a personal template to make personalized edits or additions.
Note: Some email templates will auto-fill information from the case. For example, some of the COVID-19 templates will automatically fill in information about a student's Isolation housing assignment based on the information already documented in the case.
All users can create and maintain their own personal email templates from their User Account.
To create a new personal template, navigate to the Email Templates section under Account. Click the green Compose Template button.
Fill in each of the four required fields (Classification, Title, Subject, and Body). You may also choose to include an attachment with that template, which would send as an attachment every time you sent that email.
Click the green Submit button to save the new personal template.
To edit a template, navigate back to the Email Templates tab under your User Account, select the Personal Template you wish to edit, and select Edit in the Template Actions drop-down menu on the right.
Modify the template via the form (as described above in the create a new personal template section) and click Submit to save changes or Delete if the template is no longer needed.