Sending an Email Marketing Campaign
The Email Marketing module is located in the Utilities menu.
Prior to sending an Email Marketing Campaign, please read the following Support Centre articles:
If your role includes configuring the Email Marketing module, or creating Email Marketing Email Templates, please see the Email Marketing Settings articles.
Sending an Email Marketing Campaign
Select Email Marketing, which is located in the Utilities section on the CommTrak Main Menu
Select an Email Marketing list
Choose an Email Marketing list from the List Name drop-down list.
If there are no items in the list, see Support Centre article, Email Marketing List Creation.
Select Recipients
Select recipients from the Email Recipients drop-down list.
The options are:
- Main customer email address - this is the email address specified in the Email field of the Customer Screen.
- Sales contact email address - this is the email address of the contact specified in the Sales Contact field of the Customer Screen. The contact's email address is specified in the Contacts Screen.
- Contacts in specified departments - these are contacts allocated to a specific department in their organisation (see Contacts Screen).
- All customer contacts - the email address of all contacts for selected customer.
If Contacts in specified departments is selected, a list of departments will be presented. Select one or more departments in the list.
The list of individual recipients can be viewed and edited prior to sending the campaign; see the section entitled Email Recipients, below.
Search for Recipients
Click to display the Send Marketing Email screen and finalise the sending of the campaign:
The following fields are presented:
From Name (mandatory)
The name of the person within your organisation from whom the email should appear to be sent.
This name will appear as the Sender of the email in the recipient's email inbox.
From Email (mandatory)
The email address from which the email should appear to be sent.
This email address will appear as the reply-to email address in the recipient's email inbox.
Replace Existing Unsent Campaign
If a campaign was previously scheduled, and the scheduled time has not been reached, the campaign name can be selected from this list.
When the current campaign is sent, it will replace the previous campaign selected in this list (assuming that that the scheduled time has not been reached at the time the replacement campaign is sent).
Select Previous Campaign As Template
Selecting a previously-sent campaign and clicking the adjacent Load button, will load the email template for the previous campaign into the Email Body field (see below), for re-sending or editing prior to re-sending.
Select Template
Select a predefined Email Marketing template from the list, and the click adjacent Load button, to load the template into the Email Body field (see below), for sending or editing prior to sending.
See Support Centre article Email Marketing Email Templates (Settings) for information about creating templates for email campaigns.
Subject / New Template Name (mandatory)
Enter the subject line for the email; this is the subject that will be seen by the recipient, in their inbox.
If the Subject field was specified in a previously-loaded template, this field will be populated automatically, and can be edited if required.
Email Body
If a template has been selected, it will be displayed in this field, and can be edited as required.
If no template has been selected, the campaign message can be entered into this field.
See Support Centre article, Email Template Editor Features, for further information about editing email templates.
Schedule email delivery for
Specify a future time and date for the processing of the campaign.
Action Buttons
sends the campaign to Mailchimp servers for immediate processing or, if a schedule date and time has been specified, the campaign will be sent according to the schedule.
If a scheduled time and date have not been specified, the campaign will be sent immediately, and cannot be stopped.
sends a preview of the campaign email to the currently-signed-in user's inbox (e.g. Outlook).
It is strongly recommended that the preview feature is utilised, to ensure that the received email appears as intended.
Email Recipients
This section contains a tabling that lists each recipient who will receive an email when the campaign is sent.
Recipients can be manually removed from the list, as required.
The columns presented in the table are:
Select
A tick-box, ticked by default, which can be unticked to prevent the campaign email being sent to the specified email address.
Company Name
The name of the company to which the email is being sent. The company name is a link which can be clicked; a new tab will open in the browser, and the company record will be displayed.
Suburb
The suburb and state of the recipient
Full Name
The name of the recipient.
If the Main customer email address option was selected from the Email Recipients drop-down list, this column will be empty.
The email address to which the email will be sent.