Sending an E-mail Shot

N.B. Left click any image to expand:

You can use the CRM to send bulk emails such as for marketing purposes or confirmation of event attendance etc. Please refer to the Standard Terms & Conditions or your contract to review your allowances per calendar month.

Using Search, select appropriate button to apply applicable filters e.g. Sales to contact those who have bought from you, Event for those invited to your event. Filter contacts as required and click 'Search'. Fig.1 (1)

We recommend email shots are tested before being sent to multiple contacts. Create a test contact in the CRM with your own email address and send the email to that contact only. If the GDPR feature is turned on, ensure the email address is marked as Opt-in. You can then view the layout, though various email clients render emails differently so it is beneficial to check the email using different methods e.g. Gmail, Outlook, iPhone etc.

Select the applicable records using the tick boxes or all of them Fig.1 (2) Click 'Email'. Fig.1 (3)

Fig. 1

Select template using the Template Manager either from the appropriate folder or from None folder Fig.2 (1) and click 'Load' Fig.2 (2) or create a new one as required. (See 'Creating Templates')

Please note - Receipt reports are generated by the CRM based on images being downloaded by the contact. By default YapCRM includes a 1px image in any email generated, however the contact needs to download the images. Therefore we suggest images are included in your email to encourage contacts to download the images to give accurate reports.

Complete the Email Subject if required Fig.2 (3). Click 'Preview' to view one record's information Fig.2 (4).

To make any amendments click 'Editor'. Fig.3 (1) Once finished, click 'Schedule'. Fig.3 (2)

Fig. 2

Fig. 3

The total number of emails to be sent is shown, and if the GDPR feature is turned on, the number of contacts that are marked as Opt-in Fig.4 (1). Any contacts that are missing email addresses are listed on the side Fig.4 (2) and any contacts that have requested to Opt-out will be listed Fig.4 (3)

The Email Subject can be amended. Fig.4 (4)

To - allows you to select which email address within the CRM the email will be sent to e.g. Work email vs Home email. Fig.4 (5)

CC - allows you to select an additional Email field on the contact. Fig.4 (6)

Manual CC & BCC - allows a Carbon Copy or Blind Carbon Copy email to be sent. For every email sent, there will be a CC or BCC email. Fig.4 (7)

From - This is way the email is sent through the servers. Fig.4 (8) There are 3 options:

1. Spoofing - the email will appear to be from the email address of the CRM user sending the email, but actually be from '@yapcrm.com'. The downside of this is that such emails may be identified as spam/junk mail.
2. Via Yapcrm.com - the email comes from the user@yapcrm.com domain rather than their own email address. Less likely to be identified as spam/junk mail.
3. Clients can provide access to their servers to send the emails from their own email address, with permission from their IT department, so not liktely to be identified as spam/junk mail. Please contact us at YapCRM to discuss how to do this.

Reply - select a user email address you want replies to go to. Fig.4 (9)

Link Tracking - ability to report which users have clicked which links (if any) in your email. Fig.4 (10)

Tracking Pixel - ability to turn on or off the feature of tracking pixel. Receipt reports are generated by the CRM based on images being downloaded by the contact. By default YapCRM includes a 1px image in any email generated, however the contact needs to download the images. Therefore we suggest images are included in your email to encourage contacts to download the images to give accurate reports. Sometimes the presence of the 1px can result in emails going to spam. Fig.4 (11)

Date & Time - functionality to allow you to choose a suitable time and date for the email to be sent out. Fig.4 (12)

De-dupe emails - allow you to stop multiple emails going to contacts if they have the same email address. Fig.4 (13)

Once setup as required, click 'Send Email'. Fig.4 (14)

Fig. 4

You will be prompted to view the report once the email has sent Fig.5. The report can also be found from the Search screen, by clicking the Email button and selecting the appropriate email. Fig.6

Fig. 5

Fig. 6

Future mailshots will show details of the mailshot on the left and the ability to Cancel or Preview the mailshot on the right Fig.7. Please note - if you have sent the email immediately, it means there is a problem with the email address you were trying to send it to. If you click to cancel the email, a pop-up will ask you to confirm the action. The cancelled email is visible in the Search Email functionality but will display showing who cancelled it Fig.8.

Fig. 7

Fig. 8

Once the email has been sent, the report will show a record count of emails sent Fig.9 (1). If you have clicked on this report immediately after sending, the record count will increase as the emails are sent so refresh the browser until all emails are sent.

The pie chart shows the split between viewed and unknown emails Fig.9 (2). It is listed as 'Unknown' rather than 'Unread' because contacts can choose not to download images so no read receipt is generated. If you selected No for the Tracking Pixel then all the emails will be displayed as unknown.

The read receipts are stamped alongside each contact when the images are downloaded Fig.9 (3)

Fig. 9

You can group together any outcomes that are unfavourable e.g. Out of Office, rejected etc. and review these specific contacts to try to get different email addresses if required. Select the appropriate filter option Fig.10 (1), click 'Filter' Fig.10 (2). Click 'Group' Fig.10 (3). Name group as required, click 'Save' Fig.11. This group is now visible from the Search screen group selection.

Fig. 10

Fig. 11