Are you to send out a newsletter through webCRM, but are not sure how to proceed? Read along here, where we go through the whole process from the template to the final sendout.
First we need to create the template of the newsletter. Go to the settings icon in the upper right corner of your systems and go to Utilities --> Templates --> E-mail templates.
Create a new template for your newsletter, and design the template using the editor.
When you've build your newsletter as a template, we need to make the recipient list. This is done through Overviews in webCRM.
Go to the settings icon in the upper right corner of your system and go to Utilities --> Overviews.
Create a new Overview on the blue "+" icon in the right side of the system. Please note, that not all acceslevels has access to create new Overviews in webCRM. You can read more about the accesslevels here.
The Overview has to be on of the Type Persons.
In the Overview you need to define, who the recipients are. It could for example be a checkbox in the system, that is marked, or even a multi list if you have multiple subject in your newsletter subscription.
In the example below we have used a checkbox, that marks the Person as someone who is to receive newsletters.
Therefore we can use this checkbox field as a datafield in the Overview. Our filtering is therefore looking like this so far:
The filtering tells the system, that we only want to see Persons that has a mark in this checkbox called Newsletter. Besides the checkbox, we need to make sure that we don't send the newsletter to someone who don't want mass sendouts. In webCRM you can find the field Block mass e-mails, which can be used to filter out the recipients of the newsletter. In this datafield there should be no mark in the checkbox, because a mark represents no mass e-mails wanted.
Furthermore it can be a good idea to add the data field E-mail bounced. This field is marked on a Person, if a former e-mail has bounced when being delivered. These Persons will not be counted in on the total count of recipients, and are a good way to also be informed about bounced e-mail addresses in your system.
As before, the criteria on the field, should be that the checkbox should be empty / not marked.
In this example these are the only three fields we are going to use. When you've set up your data fields, press the blue Save button and click on the Report button hereafter. You will now see the full list of recipients, based on the data fields.
On the Overview you will see the Organisation name, Person full name together with e.mail and maybe the phonenumber. To send your newsletter, go to Actions --> Send emails.
In the pop-up window you will have three steps. prior to sending the email. The first step is Send settings,
In Send settings you can choose which e-mail field to send the e-mail to. As a default this will always be the Primary e-mail field. Furthermore you can exclude emails that are include in your filtering, but for some reason shouldn't be on the list after all. Last but not least, you can schedule the sending to a certain date and time in the future.
In the next step Sender settings, you will be shown the email address you're using to send out the email with. Depending on your settings in the system, this might be your User email, but you can also choose to send out from a shared email within the company.
In the last step Email settings you will get a final count on the number of recipients. If this number is not alligned with what you had in mind, there can be different reasons for this. For example can a Person be missing an email address, even though they are on the Overview.
Furthermore you can choose the template you started creating at the very beginning, together with giving the email a subject. You will se a preview of the email in this window as well.
When you are ready to send your newsletter you can click on the blue Send button. If you haven't scheduled the sending, the newsletter will be sent out immediately after clicking the Sent button.
If you scheduled the sending, you can see the sending and cancel it, by going to Utilities --> E-mails / E-mails --> Planned mass emails.
