{"id":931,"date":"2022-03-17T15:14:18","date_gmt":"2022-03-17T19:14:18","guid":{"rendered":"https:\/\/kb.ieee.org\/?post_type=kb&p=931"},"modified":"2025-06-16T12:01:06","modified_gmt":"2025-06-16T16:01:06","slug":"officer-mailings","status":"publish","type":"kb","link":"https:\/\/kb.ieee.org\/vtools\/blog\/kb\/officer-mailings\/","title":{"rendered":"Officer Mailings"},"content":{"rendered":"

Sign in to vTools eNotice<\/h3>\n

Navigate to vTools eNotice at https:\/\/enotice.vtools.ieee.org<\/a> and sign in with your IEEE Account. You can also click the \u201cCREATE ENOTICE\u201d button on the homepage, which will prompt you to sign in (if you are not already).<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

Select the Mailing Category<\/h3>\n

In the drop-down list, select “Officer Mailing.”<\/p>\n

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Click the “Submit” button to start your new eNotice.<\/p>\n

Basic Info<\/h3>\n

Once you have selected the mailing category, you will be brought to the “Basic Info” section of the eNotice form.<\/p>\n

Complete all the required fields in this section, including the Subject Line, Send By date, Reminder date (if applicable), and the From and Reply To email addresses.<\/p>\n

NOTE:<\/strong>\u00a0eNotice will automatically populate a generic Subject Line for you with today’s date and time. Be sure to replace it with a proper Subject Line before sending, otherwise vTools will not let you proceed from this page!<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

If you need to add a special request for the eNotice Admins, you may add it in the box. NOTE: This will cause your eNotice to go into \u201cPending\u201d status after you submit it because the eNotice Admins need to review your note and submit your eNotice for sending. Even if you enter \u201cplease send ASAP\u201d in the box, the eNotice will still get stopped until staff can review which will delay the sending of your eNotice. Only use this field if you have specific notes or instructions for the eNotice Admins!<\/p>\n

Once all fields have been completed, click \u201cRecipients\u201d or \u201cNext\u201d to go to the next section.<\/p>\n

If at any point you want to save the eNotice as a Draft and come back to it later, simply click on \u201cSave as Draft\u201d or \u201cCancel Edit\u201d to go back to the Manage page of the eNotice. Note that selecting \u201cCancel Edit\u201d does not delete the eNotice \u2013 you must do this from the Manage screen.<\/strong><\/p>\n

Choose your Recipients<\/h3>\n

In this section, you will choose your recipients for this eNotice. Start by selecting the Organizational Unit (OU):<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

The screen will show the spinner icon while it looks up the officers for the OUs you have selected. You will then see that the officers have been populated, and you can now select the officer recipients you wish to send to:<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

There are “shortcut” keys for selecting certain recipients, e.g. “All Chairs,” “All Treasurers,” “All ExComs,” etc. The selections in the green bar apply to ALL OUs you may have selected. You can also select the officers from each individual OU if you want to send to specific people.<\/p>\n

Select whatever officers you wish to send to, then click “Contents” or “Next” to go to the next screen.<\/p>\n

Contents<\/h3>\n

Here, you will add the contents\/body of your eNotice.<\/p>\n

The Summary field is not required, but does help in identifying the eNotice if you have a feed set up. You can add a sentence or two to describe the intent or purpose for the eNotice, which will be included in RSS feeds.<\/p>\n

On this screen, you may also upload files\/attachments, if needed.<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

QUICK TIP:<\/strong> It is not advised to copy\/paste content directly from a Microsoft Word document into vTools. This can sometimes cause extra\/hidden characters to be inserted and can cause errors when submitting your eNotice. Either type the content directly into eNotice, or copy\/paste from Notepad.<\/p>\n

Click \u201cReview & Submit\u201d or \u201cNext\u201d to go to the next section.<\/p>\n

Review & Submit<\/h3>\n

When you have completed all the fields in the eNotice form, click on the Review & Submit section to review the details of your eNotice. If you need to go back and change anything, click on the appropriate section of the form and make any changes you need. If you\u2019d rather just save it as a draft to come back to it, click on \u201cSave as Draft\u201d or \u201cCancel Edit\u201d at the top or bottom of the screen. You will be brought to the Manage screen and you will see that the eNotice is saved as a draft.<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

When you are ready to send the eNotice, come back to the Review & Submit section. Scroll to the bottom half of the page and click \u201cSubmit eNotice.\u201d<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

You will be brought back to the Manage screen and you will see that the eNotice has been submitted, and the editing options are greyed out.<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

If you go back out to \u201cMANAGE ENOTICES\u201d you will see that the eNotice is queued up for delivery. Once it has sent, the Status will change to \u201cSent.\u201d<\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n","protected":false},"excerpt":{"rendered":"

Sign in to vTools eNotice
\nNavigate to vTools eNotice at https:\/\/enotice.vtools.ieee.org and sign in with your IEEE Account. You can also click the \u201cCREATE ENOTICE\u201d button on the homepage, which will prompt you to sign in (if you are not already).
\nClick to Enlarge
\nSelect the Mailing Category
\nIn …<\/p>\n","protected":false},"author":11,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"kbtopic":[85,103],"kbtag":[113],"class_list":["post-931","kb","type-kb","status-publish","hentry","kbtopic-enotice","kbtopic-vtools","kbtag-enotice"],"_links":{"self":[{"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/kb\/931","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/kb"}],"about":[{"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/types\/kb"}],"author":[{"embeddable":true,"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/comments?post=931"}],"version-history":[{"count":0,"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/kb\/931\/revisions"}],"wp:attachment":[{"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/media?parent=931"}],"wp:term":[{"taxonomy":"kbtopic","embeddable":true,"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/kbtopic?post=931"},{"taxonomy":"kbtag","embeddable":true,"href":"https:\/\/kb.ieee.org\/vtools\/wp-json\/wp\/v2\/kbtag?post=931"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}