SENDING EMAILS & MESSAGES TO GROUPS

SENDING EMAILS & MESSAGES TO GROUPS

Table of Contents What is the Difference between Emails and Selltis Messaging?... 3 Configuring your Email Settings... 4 Sending Emails to Groups Option A: Tasks... 7 Sending Emails to Groups Option B: Filter... 9 2012 Selltis, LLC Page 2 of 14

What is the Difference between Emails and Selltis Messaging? Selltis offers you two key communication tools: email and Selltis Messaging. When used properly, both tools can be very powerful features. 1. EMAILS Selltis often refers to emails as Correspondence. They are exactly what you would normally think they are. They are electronic messages sent from one email address to another. Unlike messaging, any email sent through Selltis actually goes outside of the Selltis application, whether it s ultimately pushed through an email client like Outlook or Selltis own email server. Here are some examples of emails you might find in Selltis: a. Emails sent from Selltis to a recipient b. Inbox emails pulled from Outlook into Selltis c. Sent emails pulled from Outlook into Selltis 2. SELLTIS MESSAGING This is a tool within Selltis that allows you to send messages to other users on your company s Selltis site. Unlike emails, Selltis Messages never leave the program. They are exclusive to your Selltis site, and you cannot import them into Outlook or any other email client. Note: Both emails and Messages can be linked to Companies, Contacts, Projects, etc. 2012 Selltis, LLC Page 3 of 14

Configuring your Email Settings Before you use Selltis to send emails, you should customize your correspondence settings. Note: This document is simply a set-up overview. For detailed instructions, please review the document titled Getting Started - Personal Options and Downloads. To set up your email: a. Go to the toolbar at the top of the screen, hover over Tools, and click Personal Options from the resulting drop-down menu. b. The Personal Options screen will open soon after. The customization sections are on the left side of that screen. c. Click Correspondence. 2012 Selltis, LLC Page 4 of 14

This section will let you create the signature that will accompany the emails you will send through Selltis. For example: John Smith Project Management & Training, Selltis, LLC Toll-free: 1.888.xxx.xxx Email: JSmith@company.com Website: http://www.companywebsite.com d. Once you re in the Correspondence section of Personal Options, type your valediction into the Text Above data field, and type your signature into Text Below data field. 2012 Selltis, LLC Page 5 of 14

If you so choose, you can select your signature s font from the Signature Fonts selection box. e. When you re done customizing your signature, go to the section panel on the left side of the screen and click E-mail. This section will let you configure the settings of your Outlook/Selltis Correspondence connection. f. Change Selltis default settings as you see fit. The default settings are as follows: 1. By default send e-mail through E-mail program on the PC 2. E-mail program on my PC is Microsoft Outlook 2012 Selltis, LLC Page 6 of 14

Note: If you are unsure about which program you use to send email, contact your company administrator. 3. Log Received Messages 4. Log Sent Messages 5. Log Received messages From Inbox Folder g. When you re done setting your options, click OK to save and close the section. Sending Emails to Groups Option A: Tasks If you want to send an email to a Group in the Selltis database, there s an option to do so in the Toolbar s Tasks menu. Note: This feature only works for sending emails. You cannot use it to send messages to groups. To send an email to a group by way of the task bar, do the following: 1. Select a Group. Linked Data Groups Tab Views Group 2012 Selltis, LLC Page 7 of 14 ;

2. Then, move your mouse icon to the toolbar at the top of the screen, hover over Task, and click Email: Create to all Contacts in selected Group from the resulting drop-down menu. 3. The email screen will open soon after, and your group of Contacts will be in the To field. 4. Once you ve finished composing your email, click Send Everyone in the group will receive your email. 2012 Selltis, LLC Page 8 of 14

Sending Emails to Groups Option B: Filter You can also send correspondence to a group in the Selltis database by using Selltis Filter tool. Note: The steps below can be used for both Emails and Selltis Messaging. Keep in mind, though, that while emails can be sent to Contacts that do not use the Selltis application, Messages can only be sent to Selltis users. To send an email to a Group: 1. Go to the Correspondence Email form and click the To button. 2. The Related Contact window will open. Click the Filter check box 3. Click the Edit button. 2012 Selltis, LLC Page 9 of 14

4. The Filter Properties page will appear. 5. Remove the Filter Contact of User Is <Me> by selecting the filter and clicking the Remove button. 6. Then click the Insert Condition button. 7. The Insert Filter Condition page will pop up after that. When it does, go to the Field or Link section and select Related Group. 2012 Selltis, LLC Page 10 of 14

8. The Contains a link to: and Specific record should be selected already, since that is Selltis default setting, but if they aren t, make sure to select them. 9. Once you ve done that, click Go. 2012 Selltis, LLC Page 11 of 14

10. Select the Group you want to email. Note: You can only select one Group from this list. To select multiple Groups, you will have to repeat steps 6 to 12 for each Group that you want to message or email. 11. Click OK. 12. The Group will now be listed in the Filter. 13. If you would like to add more Groups to the Email, repeat steps 6 through 12. 14. After all you ve added all of the groups you want, click OK one more time. 2012 Selltis, LLC Page 12 of 14

15. Selltis will return you to the Email and the Related Contact screens, and the people in your selected group(s) will now be listed in the Related Contact window. 16. All of the people with checks by their name will appear in your To box once you return to your email. You can either select individual people from your group, or you can click the Select All button to put a checkmark by everyone in the list. 17. Click the Green Check when you re done. 2012 Selltis, LLC Page 13 of 14

18. The members of the group that you selected will now be in your email s To field. 2012 Selltis, LLC Page 14 of 14