Bulk Email What s Inside this Guide Bulk Email and How To Get There 2 Bulk Email Setup 4 Bulk Email Details 7
Bulk Email and How To Get There Bulk Email allows you to send a mass email to the records on a report. The Bulk Email function is only available to users with the module enabled. 1. Select a report and apply any desired filters to display entities to whom you wish to send an email. 2. Click the Options link on the Report Toolbar, then choose Send Bulk Email. 3. Filter out entities to exclude from the bulk email. By default, some filters will already exclude some entities. You can edit the filters or add more by clicking Edit Filter to Include Others or to keep the current settings, click Ok/Go. Edit Filter to Include Others 2
4. Select the email fields that should receive the email. Click Save. NOTE: If multiple email fields are selected and an entity has multiple emails entered, they will receive an email at each address. The entity may get the message multiple times. However, if only one email field is chosen and an entity on the report does not have an address entered for that field, the entity will not receive the email. 5. Confirm the recipients. You can delete a recipient by clicking on the red X next to the entity. You can use your browser s back button to return to the previous screen to add additional emails. Press Save when you are ready to continue. 6. Choose if you want to send the bulk email using a template or by manually entering the email body. A. If you choose Send Bulk Email Using Template, a list of templates will appear. Select the template you wish to use. B. If you choose Manually Enter the Bulk Email Body, you will be directed to the Setup Bulk Email page where the email Subject and Body fields appear at the bottom of the screen. They can be edited at any time. 3
Bulk Email Setup This screen has several sections to add and update information to process the bulk email event. 1. Scheduled or Sent Immediately allows you to choose when to send the bulk email. If Scheduled is chosen, select the day and time the bulk email should be sent. 2. Interval allows you to send the emails in specified intervals or continuously. If you choose Send Emails at Intervals, enter the interval value in minutes. NOTE: If there is a high number of recipients and the email is not urgent, an interval is recommended. However, if the bulk email is urgent and there are only a few recipients, sending continuously might be the better option. 4
3. Send from Account gives you the option of sending the bulk email from the system default account or from the users own account. You can also enter a Reply-To address should it be different than the address you are sending from. 4. Attachments allows you to add attachments to the bulk email. If you choose Include Attachments, buttons will appear allowing you to choose a file to upload. You can include up to 5 attachments 5. Under Misc Options you can choose Do NOT Enter Body for Communication Records by checking the box. This will exclude the body of the email from being entered into the Communication Records. 5
6. Body Type allows you to choose what format the email will be written in and if the email will be sent as Plain Text and HTML. A. If you chose to send the email as a Template, there is only one checkbox option. Read the hint in the system to decide how you want to send the email and check the box if appropriate. B. If you chose to manually enter the bulk email body, there are 3 options. By choosing HTML Based, you are able to edit the Body section of the email using rich formatting (change font sizes and colors, insert images etc.) Plain Text allows you to write a simple email without any additional features. Own Custom HTML Based gives you the option of entering the HTML source code. Here you can also choose to send the email as Plain Text along with the HTML. 7. You can edit the Subject and Body of the email at any time, even when using a template. When the setup is complete, click Save to continue. The bulk email will now be sent. 6
Bulk Email Details The Bulk Email Details page allows you to see an overview of the bulk email event. This page automatically shows after a bulk email has been sent. It can also be accessed by clicking on Settings from the Home tab then selecting Bulk Emails. If the status of the bulk email is Sending, you can choose to stop or suspend it. 1. In the side bar, click Stop/Suspend. 2. The status will change to Stopped/Suspended. 3. To undo this action click, Activate/Resume Email in the side bar. 7