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Sending an E-mail Shot

N.B. Left click any image to expand:

Within the CRM, you can send out bulk e-mail shots for such things as marketing purposes, or confirmation of event attendance details etc. Please refer to the Standard Terms & Conditions or client contract (if different) to review your allowances per calendar month. Usage above these allowances may result in additional charges. Use the advanced 'Search' function to apply filters as necessary to identify the contacts you wish to e-mail. In this example, a simple filter for accounts where the e-mail address of the contact contains '@yapcrm.com' Fig.1 (1) and managed by one individual Fig.1 (2) using the 'Contact' search tab has been used. In practice, filters will be more specific, perhaps using the 'Sales' tab to e-mail customers who have previously bought from you, or where enabled, the 'Seminar' tab to send confirmation e-mails to individual contacts attending specific 'Event' session locations and times. YapCRM recommend e-mail shots be tested before being sent out to multiple recipients. To do so, create a contact in the CRM with your own e-mail address, and send the intended e-mail shot to that contact only. When testing e-mail shots, ensure that the chosen contact 'No Marketing' field is not ticked. You can then address any issue in layout etc. before sending to multiple actual clients. Please note - various e-mail clients render e-mails differently, so where your e-mail is more complex in layout and content, it is also beneficial to check the recieved e-mail using several clients i.e. G-mail, Outlook etc.
Fig.1
Select all of the records using the select all check box Fig.2 (1). Next, left click 'Email' from the merge options Fig.2 (2).
Fig.2
Load an existing template using the 'Template Manager' Fig.3 (1), or create a new one. For more information on creating templates, please see the 'Creating Templates' page. Please note - in order for receipt reports to be generated, images must be included within the e-mail body. Only once the recipient 'loads' images when they open an e-mail will a read receipt be generated. By default, YapCRM includes a 1px sized image embedded within any e-mail generated, however, this will only work for read receipts should the recipient have their e-mail client defaulted to load images. Adding additional images will prompt the recipient to load those images if their default is to not load images contained within e-mails. Ensure the E-mail is given a 'Subject' Fig.3 (2), this is required in order to generate the mailshot. To review the mail prior to sending, left click 'Preview'. The preview screen will display the first contact only, so where sending multiple contacts e-mails in a mailshot, do not worry that only one is displayed on the 'Preview' page. To make any amendments, return to the 'Editor' view. Once satisfied with your e-mail, left click 'Schedule'.
Fig.3
The total number of e-mails to be sent as part of the mailshot is displayed Fig.4 (1). Note that this total may be different to what you expect, for three reasons. If contacts have opted out of marketing, but have been mistakenly included in the mailshot, the CRM will automatically remove those individuals from the mailshot. It may therefore be necessary to send these contacts a letter, for example if you are sending confirmation details of event location and times. If contacts you have selected for inclusion do not have an e-mail address on their contact details. Any contacts with missing e-mails will be listed Fig.4 (5). If you have opted to dedupe emails Fig.4 (4), any contacts with multiple businesses but using a single e-mail address will recieve only one e-mail. If you remove the tick from the dedupe checkbox, multiple e-mails will be sent to that contact in this instance. You can choose to send the e-mails either via 'spoofing' or via YapCRM as standard Fig.4 (2). 'Spoofing' is where to the recipient, the e-mail address will appear to be from the e-mail of the CRM user sending the mailshot, but actually be from '@yapcrm.com'. The downside of this is that such mails may be identified by the recipients mail client as spam/junk mail. The second option is that the recipient will see the name of the CRM user sending the mailshot with an '@yapcrm.com' domain, rather than their own mail client domain. It is also possible for YapCRM clients to grant our servers permission to send e-mails using their own domain, with permission granted by their own IT department. For more information on this please contact us at YapCRM to discuss this option. You can choose to schedule the e-mails to be sent in the future by selecting a suitable date and time as applicable Fig.4 (3). If your user profile is set to a specific time zone, and you are an international client, you can also determine whether the date and time specified is the system time, or your local time. Once satisfied with your mailshot, left click 'Send Email' Fig.4 (6).
Fig.4

You will be prompted to 'View Report' Fig.5 (1). Left click the link.
Fig.5
If you scheduled the mailshot for a future date and/or time, the report will show the details of the mailshot on the left Fig.6 (1) and on the right the opportunity to 'Cancel' or 'Preview' the mailshot Fig.6 (2). Please note - if you have not scheduled the e-mail to be sent at a future date &/or time, and the page you see if this page, it means there is a problem with your e-mail - most commonly 'No Marketing' is ticked for the individual you are attempting to send an e-mail to.
Fig.6
Once the scheduled time has passed, the report will display as shown. If not scheduling for a future date and/or time and you view the report immediately, you may notice that the record count Fig.7 (1) and individual contact details Fig.7 (3) do not total the expected number of e-mails you have sent as part of the mailshot. This is simply that the mails are still being sent out, if you refresh the browser you will see that the records count and contact details increase until all of the e-mails have been sent. The pie chart Fig.7 (2) shows the split between viewed and unknown e-mails. Note, that the status is 'unknown' rather than 'unread'. It is possible a recipient has chosen not to automatically download images on viewing an e-mail in their e-mail settings, indeed it is quite common. So, a recipient may read your e-mail, but choose not to download images meaning no read receipt will be generated.
Fig.7

As read receipts are generated by the recipients loading images contained within the e-mail, the pie chart Fig.8 (1) and the individual contact status and date/time stamp Fig.8 (2) will update.
Fig.8

Merge Functionality

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