- Verify that the option
Email Ballots Delivered through Deliver
Ballots is selected in VOTER FOCUS ADMIN > System Options > Vote By Mail.
- A
PDF file for each ballot must be present in the folder:
I:\Vr6Sharedbinaries\MAIS\OfficialBallots
The name of each ballot file must be:
<election
number>-<ballot style>.pdf
For example: 369-01D.pdf.
- One
or more PDFs containing instructions to voters must be present in:
I:\Vr6Sharedbinaries
You have the option of using a single general
PDF of instructions, which must be named:
EmailAbsenteeGeneralInstructions.pdf
or specific PDFs with different instructions for
the different types of UOCAVA voters, which must be named:
Absent domestic military
|
EmailAbsenteeInstructionsAbsenteeDomesticMilitary.pdf
|
Overseas military
|
EmailAbsenteeInstructionsOverseasMilitary.pdf
|
Overseas civilian
|
EmailAbsenteeInstructionsOverseasCivilian.pdf
|
- The text for the email message defaults
to:
This is your ballot.
Print it out, complete, scan it in and attach to a return email.
Important:
This text is simply a placeholder for customized instructions from
your county. The text SHOULD NOT BE USED as-is because voters must not
return the ballot via email. It is imperative that you change these instructions.
You can change this text when you do the run and any changes will apply
only to that run. Or you can change the message for all runs by editing
the text file, which can be found here: I:\Vr6Sharedbinaries\AbsenteeEmailBallotInstructions.txt
Tip: Click here for an example of customized instructions.
In the text file, you can insert the following
substitution parameters, which will be replaced during the run by the
database value for the voter being emailed:
[VoterName]
[VoterId]
[ElectionNumber]
[ElectionDate]
[ElectionName]
[Precinct] (inserts
the voter's precinct, not their precinct split)
Note that the square brackets are part of the
substitution parameters.
If you are editing the text file to include Spanish,
Creole, or any language having accented or non-English characters, you
must save the file with UTF-8 encoding so that the accented characters
will be rendered properly in the email. To save a file in Notepad, click
File > Save as and select UTF-8 in the Encoding
field.
For instructions on emailing ballots to voters, see Use the Email Run to Email Ballots to Voters.
Before doing an Email run, we recommend you read Verify the Success of Outgoing Emails.