Track-able Bulk Management System
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1 Track-able Bulk Management System
2 Table of Contents TABLE OF CONTENTS INTRODUCTION WHAT IS TRACK-ABLE BULK MANAGEMENT SYSTEM? TRACK-ABLE BULK MANAGEMENT SYSTEM CONCLUSION...13 Page 2
3 1. Introduction In today s internet era, s are the integral part of functioning of any individual as well as organization. This has led to the flood of products in the market. But nothing stands in competition to XGen Plus. XGen Plus, world s most advanced server, has always simplified your mailbox with its innovative modules and functionalities. XGen Plus keeps your mailbox virus free & spam free and its scalable architecture allows the organizations to scale from one user to millions of users, making it suitable for all kind of organizations as well as individuals. With growing internet power, every work has moved over to s. Be it buying, selling, managing, meeting or just keeping in touch. Your work time (and free time) depends on the s you receive. But not all s are meaningful. And that s why you plainly choose to ignore many s, marking them as junk or even deleting them without reading. But what about the s you send? Are you sure you are sending the right kind of s? Are you sure everyone is receiving the s you send? And more importantly, is everyone reading the s you send? Let s consider some scenarios to understand the context more clearly. Scenario 1: Effective Communication You run a company with a number of employees working for you. How do you handle internal communication for employee relationship management? Do you feel the need of a tool to help you build relationship with your employees by sending personalized, relevant s? In a few clicks, sending personalised to all your employees (whether few or lacs), tracking who read/replied and even unsubscribed for future notifications is the need of the hour. Scenario 2: Behaviour and Getting Attention You are in the middle of your work when you receive two bulk s. First bulk is addressed to thousands of people along with you Second one is addressed only to you i.e. personalized Which of the two is you tempted to read? Chances are that you will appreciate a personalised communication rather than the sent to many people with you being part of the huge list. Scenario 3: E-Marketing You send bulk for marketing. Are you able to measure the effectiveness of your ? Are you able to boost your response ratio and drive sales through your ? XGen Plus has always believed in innovative food for thoughts and has come up with Track-able Bulk Management System (TBMS), a precise answer to all the scenarios mentioned above. Let s see how. 2. What is?, shortly called TBMS, is a powerful, uncomplicated, undemanding and effective bulk tool that lets you build relationships with your customers, members, and prospects through personalized, relevant communications. It also allows you to track the effectiveness of your via graphs and numbers. TBMS ensures timely delivery of all bulk mails to all recipients (irrespective of numbers). In addition to this, TBMS also allows scheduling of mails to be sent at a later stage thus, allowing user to send the whenever he wants. In the nutshell, TBMS is about: Creating, automating and sending campaigns Page 3
4 Sending personalized, relevant s Scheduling s to be sent at later date and time Improving delivery rates to Inbox Measuring the effectiveness of your bulk mail campaigns And Not sending spam, junk or unsolicited mails 3. is the new module added to power-packed XGen Plus. TBMS allows the user to send bulk mail to a large group of people without any hassles. User can easily send bulk mails (Organisational/Marketing/News/Informational) and even track their status. Detailed functionality of TBMS has been explained below with the help of screenshots: Send Personalized Bulk Mails XGen Plus TBMS allows you to send personalized group without worrying about the number of people in the group. Select the group from contacts, frame the mail, select Delivery report checkbox and send the . You will be able to see the delivery report immediately without any delay. Fig. 1 Sending Bulk mail to MARKETING Group Point worth noting is that the recipients of the group mail receive the as addressed to them and they will not be able to see other s Ids in the mail. This feature also saves the recipient from receiving unwanted replies to group mail. Fig. 2 Recipient receives s as if addressed to her/him Page 4
5 Delivery Report Once you have sent the group mail, you will receive the delivery report in your mailbox. The delivery report will have a link to the bulk mail tracking report. Sample is shown below: Fig.3 Delivery Report (with link for bulk mail tracking) received after sending Group mail You can also get the delivery report link through your sent mail. Go to your sent folder and open the group mail you had sent. You will be able to see the Delivery Report link on top of the as shown below. Fig. 4 Delivery Report link in sent mail Clicking on Delivery Report link opens report window shown in the screenshot below. It shows the total number of s sent along with delivered, pending and bounced count. It also shows read, replied and unsubscribed count for your bulk . Fig. 5 Delivery report showing total, delivered, bounced, pending, read, replied, unsubscribed counts Page 5
6 Load Distribution: XGen Plus Bulk Mail delivery system can be deployed to different physical servers in the world, and then can be used to deliver the s to final recipients anywhere in the world. With even different physical servers, you will still get the whole report in the same dashboard. This allows the system to send as many s as you want and also avoid blacklisting of the IPs and Servers. Along with the displayed dashboard report, you can also track your counts based on IP and domain as explained below: IP Tracking - Click on IP Tracking tab and you will be able to see the list of IPs being used to send your bulk . Fig. 6 Bulk mail IP Tacking Select any one of the IPs in the dropdown and you will be able to see the count of s sent through the selected IP. This also clearly shows the load shared among various servers. Fig. 7 Delivery report showing count for selected IP address Page 6
7 Domain Tracking Click on Domain Tracking tab and you will be able to see the dropdown populated with all the domains to which bulk has been sent. Fig. 8 Bulk mail Domain Tracking Select any domain and you will be able to see the mail count for that specific domain. This helps you prioritize the users based on domain. Fig. 9 Delivery report showing mail count for selected domain Page 7
8 Search Bulk Mail delivery report also allows you to search for an Id and know the delivery status for that particular Id. You can enter the id in the textbox and click on Search. The delivery status of Id will be displayed as shown below: Fig. 10 Delivery report - search to know the delivery status You can also enter partial Ids in the textbox for search as shown below: Fig. 11 Delivery report Partial search This search enables you to get the status of individual Id from a group of Ids. This eases your tracking needs for all individual Ids. Once you familiarize yourself with Delivery report, you can click on Batch link from delivery report page to move on to Tracking report. Fig. 12 Delivery report highlighting the link to tracking page Page 8
9 Track the s Click on Batch 1 link from Delivery Report page and you will be taken to the Delivery report graph as shown below: Fig. 13 Delivery Report Graph This page shows the From id, bulk mail subject along with Start Date and End Date. Start Date is the date & time when you send bulk . End Date is the date & time when all s have been successfully delivered or 24 hours after Start Date, whichever is less. This page also shows the graphical representation of the Delivered, Pending and Bounced numbers for the bulk mail. Along with the graph, you will be able to see Delivery Status and Action Status blocks on the right. Delivery Status block has the links for the following: Delivered: This link takes you to the Delivered Mail Detail page. This page shows all the s to which the bulk mail has been successfully delivered. Along with the Id, it also shows the mail host and delivered time as shown below: Fig. 14 Delivered Mail Details Page 9
10 Bounced: This link takes you to Bounced Mail Detail page. This page shows you the bounced s and reason for bounce along with hosts as shown below. Fig. 15 Bounced Mail Details Select the reason from Reason dropdown and you will also be able to filter out Ids based on reason as shown below. Fig. 16 Filter bounced mails on reason Page 10
11 Pending: This link shows you the list of Ids to which the bulk mail delivery is still pending. Along with the Ids, this list also shows you host and reason for pending message. You can also filter Ids based on pending message code as shown in the screen below: Fig. 17 Pending mail details Action Status block includes the links for Read, Replied and Unsubscribed s. Read - This link takes you to the Read Mail Details. This page shows you the s Ids of persons who have opened the along with the opened/read time as shown below. Fig. 18 Read mail details Page 11
12 Replied This link takes you to Replied Mail Detail page. This page shows you the list of s Ids who have replied to your group mail. Fig. 19 Replied details Unsubscribed This link takes you to unsubscribed details page. This page shows you the list of users who have unsubscribed from your bulk mail campaign. Fig. 20 Unsubscribed user details Also, the users who unsubscribe from your bulk campaign will be automatically removed from all your groups and he will not receive any bulk mail from you. This allows automatic group management without your intervention at all. Page 12
13 4. Conclusion XGen Plus TBMS provides power to send out bulk s anytime and anywhere to each user configured on the system. TBMS has been equipped with the right technology that allows you to personalize and include relevant content so you can send the right message, to the right person, at the right time. Most importantly, TBMS keeps recipient in mind while sending the s because is personal and TBMS understands it. XGen Plus has always brought forward avant-garde ideas like TBMS and will keep doing so in the future as well. For more details about XGen Plus and TBMS, please visit Page 13
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