Core Docs - Engagement - Advanced Email

Rock Version: v20.0
Last Modified: 2026-05-01 1:39 PM

Approve Email Communications

As your organization grows, you'll find an increasing number of people sending large emails. Chances are good that not all of them understand the intricacies of your communications strategies. Rock has just the thing to help you maintain quality in growth – approval settings for emails that are sent to a large number of people.

Approving Emails

By default, emails that are sent to 300 or more recipients will require approval. This number can be changed by configuring the block settings of the Communication Entry block (for the simple editor) or the Communication Entry Wizard block (for the wizard).

When an email requires approval, its status will be set to Pending Approval and members of the RSR - Communication Approvers group will receive an email. Note that this is the only group that will receive the approval emails.

A communication will not be sent until it's approved by a person with approval access. By default, these are the RSR - Communication Administration and RSR - Communication Approvers roles. Before a communication is approved these roles have the ability to edit the communication to ensure it meets the standards of your organization.

Any individual with approval access can view a complete list of communications waiting for approval from the Communication History page. The filters on the Communications List block allow approvers to view communications from anyone in Rock, with additional filters for status.

Additional security roles can be added to approve communications by adjusting the block security of the Communication Entry Wizard and Communication Entry blocks. Simply add the new role to the Approve permission of these blocks.

Approver Notification Emails

By default, the System Communication for approval emails is Communication Approval Email. Just like other communications, you can customize the content of your approval notifications to suit your needs.

Email Only
The approval notification communication currently only works with emails and cannot be used with the SMS or Push features.

If you need to take it a step further, you can use an entirely different System Communication for these approvals. Simply go to Admin Tools > Settings > Communication Settings and select the System Communication you want to use instead.

Report Spam Emails

When you send an email, the recipient can report the email as spam. When this happens, Mailgun and SendGrid can report it back to Rock through their APIs. Rock will then find the person and inactivate their email address in the system and add a note to their record. The note indicates that the email address was deactivated due to a spam complaint and includes the date of the complaint.

In order for this to happen, in Mailgun you would need to set up a webhook of type Spam Complaints. In SendGrid you'll want to update the Event Webhook to include "Spam Reports" under Engagement Data.

Check out the Communication Preferences article to see how Rock can help your emails avoid being reported as spam.

Email Form Block

Rock provides several tools to get information from your site's guests. The Workflow Entry block is super powerful because it can present fields to your guests and then launch a workflow based on their submissions. But sometimes you just need a simpler approach. The Email Form block is just that - simple.

This block allows you to show a simple, but customizable, form whose content will be emailed to a recipient of your choice. Once you add this block to your page, you'll notice it has several block settings so that it can be easily customized. Let's take a detailed look at each one.

Tips for Creating Your Form

When you're creating your form, you can use any HTML you'd like. We provide an inclusive sample that shows you many of the advanced features. Below are a few points to consider:

Handle Broken Images

If you’re finding that some of your images aren’t appearing in your email, be sure your Public Application Root setting is configured with the proper URL. This can be modified under:
Admin Tools > Settings > Global Attributes > Public Application Root

Your Public Application Root will be formatted like https://www.organization.com/ or https://rock.organization.com/ or similar, depending on your web address. Note that the forward-slash at the end is required.