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Ensure that the election you want is in focus.
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Go to Vote By Mail > Deliver Ballots.
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On the Deliver Ballots
dialog, select Email in the
Run Type box.
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The Mailing Date field
shows today's date This date will appear on the Vote-By-Mail tab of voter records, so that workers will be able to advise
voters who want to know when their ballots were sent out. Click OK.
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The Automatic Email of Ballot
Setup dialog appears, showing the text that will appear in
the email Subject line and
Message body of all emails
sent in this run. The default text shown in the Message
box below is simply a placeholder for customized instructions from
your county. This text SHOULD NOT BE USED as-is because voters must
not return the ballot via email. See Set
Up the Automatic Emailing of Ballots for instructions on customizing
the default message text.
The email address(es) in the Reply/From
Address field is taken from the Sender/Reply
To Email Address field in VOTER FOCUS ADMIN > System Options > Email. This is the address
that recipients will see in the From
field of their email. You can change the address or add another one, separating
the addresses with commas.
Important:
It is critical to regularly check the inbox of the reply address
for ballot emails that might have been undeliverable.
Enter one or multiple email addresses separated with a comma in the CC Email Address field and click
OK. We recommend you enter an
external address here (such as a Gmail address), so you can verify that
emails can be sent outside your internal environment.
Click OK to proceed.
Note: If there
are FPCA or all-elections voters whose ballot request hasn't been automatically
generated for this election, you will see the message
You
have FPCA or All Elections Absentees that need Absentee Requests Generated
Return to Main Dialog and generate these requests and then retry.
Click
OK to dismiss the dialog,
click
Cancel on the
Deliver
Ballots dialog, and follow the instructions in
Generate Vote-By-Mail Requests for All-Elections and FPCA Voters before
repeating the procedure here from step 2.
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Select the ballot styles to be included in this print run and
click OK.
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Voter Focus generates an onscreen report
of voters who have requested delivery by email. The report also lists
any voters who requested email delivery, but who are now ineligible
to vote in the election or are ineligible to receive delivery by email.
Review the report carefully to verify it lists
the voters you intend to email ballots to. If there are any errors, fix
them and start again with step 2. If you are satisfied that the list of
voters is accurate, print the report as a record of the voters who received
ballots in this run. You can dismiss the report after printing.
If you are not satisfied with the report, click Cancel to end the
procedure.
If you are satisfied with the report, click Update to queue the emails
for sending by the Email Sender program. The ballots and instructional
PDFs will be attached to the emails when they go out. Clicking Update
also makes the following changes to voter records:
- On
the Vote-By-Mail tab, updates
the Request Status field for
the election to Delivered <today's
date>. If you click Request
Status on that tab, you will see a ballot delivery by email along with
the email address and ballot style.
- Places
an Abs-Mail entry on the
Audit tab.
- Enters
an outgoing email transaction on the Comms
tab. You can double-click the Comms
entry to open the Resend
an Email dialog showing the current status of the email.
Note: If you
see the following message, click Yes
to dismiss the dialog and click Cancel
again on the Deliver Ballots dialog
to return to the menu:
If
you cancel now, the labels already processed must be printed. You can
run the program again and those printed will not be printed again. Are
you sure you want to Cancel this run?
To email ballots to voters in the Email run:
