Serial correspondence in marketing

You can create correspondences as written documents or as emails in a fast and the most simple way by using the Activity / Letter / Fax / ...E-mail function. Incoming mail or e-mail is also managed as correspondence to be able to track the communication process.

For series emails, dedicated functions are available. If desired, the assigned contacts can be used as recipients.

Serial messages for marketing offensives (telemarketing), events or publications can be created as an activity directly from the form. Templates with personal addresses can be used for these standard mes­sages. No distribution list originates from these messages.

1. For serial emails, you should create Mailing lists in marketing in advance. External contacts can be collected based on various aspects (by search criteria or filters). These mailing lists can then also be used for later marketing actions.
2. For serial emails, you can use mailing lists or / and the recipient list at the serial email. The assign­ment of mailing lists is used for the email response of external mailing systems at the distribution lists.
3. Serial emails as well as serial letters use templates with their respective text modules. So, if neces­sary, first create a template that contains the text of the mail to be distributed.

Create a publication, assign mailing lists and qualified contacts as needed, and choose this publication in a new series email.

Create a serial email directly from within a publication or event. This causes all external contacts from the case to be auto­matically added to the recipient list of the serial email.

In the latter situation, you can create serial emails in the marketing action as follows:

1. Open, for example, a publication, click Activity in the function bar, and create a Series email.
2. Confirm to accept all contacts automatically into the recipient list.
3. Enter a meaningful Subject.
4. Enter the sender if necessary.
5. Please do not fill in the Mailing list field in the form header!
6. Check if further contacts should be added to the Recipients list.
7. Select a template that, for example, is provided to address any recipient personally, and includes a signature. Every recipient is then addressed personally. No mailing list for all recipients originates.
8. Click Save.
9. An attendee status query, which you should use to set a corresponding milestone for the activity (e.g., email message created), is automatically opened for all recipients. It will then be set for all contacts. 
10. Click the Error check function. Errors found in the contact list (missing mail address, blocked email) are displayed in the message bar. 
11. To check the text and form of the standard message, confirm the query from the error check, Display preview?.
12. Qualify the recipient list if required.
13. Click the Send test function if you want to send a draft of the standard message to a contact for a check. Select a suitable recipient from the system (e.g., yourself) to check the message in your Groupware. The email is then sent only to this email address and not as a standard message to all recipients.

1. If you are sure that the standard message is ready to be sent, click the Send directly function in the standard message in the CRM.
2. An attendee query, which you should use to set a corresponding milestone for the activity (e.g., Standard message sent), is automatically opened for all recipients. It will then be set for all contacts.

Only after all emails have been dispatched, their content appears in the View subform. Serial emails consist of text modules and can therefore not be composed in the mail form itself.

You can find a Sent field in the Recipients tab of the correspondence in front of every contact. It indi­cates whether the correspondence was already Sent to this particular contact. The Sent flag is automati­cally set when an email is sent directly. The flag is a good way to check whether the recipient has received an email if, for example, the dispatch is canceled due to technical reasons. Those standard mes­sages that have already been sent will be omitted during the next dispatch (Sent has a check mark).