Using Neoletter as a mailing tool

For a mailing campaign, one usually first selects the targeted recipients by their customer status. Mailings are always based on mailing lists. You can, for example, collect all customers who acquired a particular product in such a list. After passing the recipient data of those customers via a serial email to the external email system, the mailing as a whole can be created and edited there.

After the mailing has been dispatched, its success can be assessed in detail in the CRM, based on the recipients’ responses. This allows you to contact all customers specifically who, for example, wish to be called back. Since a mailing is linked to the history of every recipient, it is possible to retroactively trace which contact received which email and how they reacted.

The planned recipients of a mailing are collected in a mailing list. Later, the recipients on the mailing list, but not the corresponding contacts, are given a status such as bounced, subscribed, or unsubscribed, based on the responses from the external mail system. This can be very useful for topic-based mailing lists or newsletters. The recipients remain in the list and can be taken care of via their status.

Mailing lists allow you to directly create a serial email using Activity (new). Furthermore, a serial email can be assigned a template that has already been created as a JustRelate CRM template for Neoletter. For transferring the response data to the CRM later on, the serial email is automatically linked to the mailing list by placing a reference to it in the header data of the email.

A serial email can be passed to Neoletter using the External mail system: Create/synchronize email function. This causes the contacts of the mailing list referenced in the header of the serial email to be transferred to the recipient list of the serial email. Only contacts without a status or with a mailing list status regarded as open (OPN) are considered as recipients. This ensures that recipients who already unsubscribed from earlier mailings are dismissed.

The function then creates a new mailing draft in Neoletter, transfers the recipients of the CRM serial email, including their fields, to the recipient list of this mailing, and sets the status of the serial email to in process.

If you assigned a Neoletter template to the serial email, the interface links the new mailing to this template. If you haven’t taken this step, you can select the template later in the Neoletter user interface.

For viewing the details of a mailing in Neoletter, you can open it using the External mail system: Open email function. To open the Neoletter user interface, you require a JustRelate login. If you do not have such a login yet, our customer support will be happy to invite you to Neoletter.

You can then edit the contents of the mailing using the Neoletter Template Designer, and finally send the mailing.

If you create a serial email for a publication or an event with a mailing list in its header, this mailing list is automatically passed to the serial email.

You can create a serial email for a marketing case using Activity (new): email series. Please confirm the query that follows, asking if you want to adopt the mailing list. This causes the list to be added as a reference to the header of the serial email, and not the individual recipients. The latter are only determined when the serial email is exported.

After a mailing has been sent out, it is particularly important to capture the key figures to be able to measure the success of a marketing campaign. For this, openings and click rates, bounces and unsubscribes are collected. These live statistics of a mailing can be viewed anytime. You can also import this data to the CRM and add it to various objects.

Such statistics require trackable links in the Neoletter mailings. Using the Template Designer to compose a mailing ensures that links can be tracked.

It takes some time after a mailing has been sent out for the emails to reach their recipients and to be recognized by them. Thus, reactions can be expected only after hours or days. For this reason, we recommend importing the response data repeatedly and over a longer period of time. Alternatively, this data can be imported time-controlled using a job.

After creating the contents of a mailing in Neoletter, you can add its preview to the CRM. For this, select the corresponding serial email in the CRM, and import the text using the External mail system: Import email text function. JustRelate CRM will import only the email body from Neoletter. Afterwards, you can view the preview in the View tab, or via the activities of the recipient contacts. Note that the template text and no personalized content is displayed.

For importing the response data, a JustRelate CRM serial email offers the External mail system: Import response function. It imports and fans out the reactions to the emails Neoletter has recorded so far, including bounces and unsubscribes that are captured as statuses in the mailing list.

For a serial email, the response data is displayed as a rough summary or in detail in the Response tab.

• How many recipients opened the email (Openings)?
• Which links were clicked how often (Links)?
• Which recipient has clicked which links (Links per recipient)?
• How many technical bounces occurred (Bounces)?
• How many recipients unsubscribed (Unsubscribes)?

The response data is fanned out to the following objects in the CRM:

Email series

• Secondary form on the Response tab, including a summary and context selection for various statistics.

Publication (e.g., a monthly newsletter)

• In the General section on the Email response tab, with a list of the serial emails and the response information in a flat list.

Event (e.g., a fair)

• In the General section on the Email response tab, with a list of the serial emails and the response information in a flat list.

Mailing list

• In the General section on the Members tab at the Status field.
• In the General section, email series tab, on the E-Mail response secondary tab, with a list of the serial emails and the response information in a flat list.

External person (recipient)

• In the General section, Marketing tab, on the E-Mail response secondary tab, with context selection for statistics across all mailings sent to this individual contact.