SystemEvents/MassMailout

Events - Mass Mailout

Introduction

The Mass Mailout function uses the Emersion Event system to send bulk emails to customers. You can use it to send any type of notice to your customers. For example, advise of temporary outages or service adjustments, or maybe to announce new services and features, or even to send newsletters.

Each mass mailout event is set up via a mailout template, similar to event templates. After you have set up mailout templates, you can add recipients from your customer accounts. Recipients are not linked or saved against the mailout template. They are selected for the purpose of a one off mailout. You select recipients separately for each mailout. Once you have confirmed the recipient list, the mass mailout can be saved and sent.

To Create a Mass Mailout Template

1. Select Events > Mass Mailout > from the Menu. A list of existing mailout templates will be shown, with the ID, Name, and Event (which is always Mailout).
2. Click the Create New Mailout button. The Create a new Mailout Template page will appear.
3. Enter a Name for the mass mailout template.
4. Enter the Sender name / email address. This name will appear in the email From field.
5. Enter the Subject text to show in the email subject line.
6. Select the email Priority from the drop list (i.e. Low, Default, High).
7. Enter the message text in the Content box.

The Content box is a HTML editor (tinyMCE). Some standard text formatting options are available.

To add graphics to the message, such as an image or logo, the image file needs to be hosted externally. This is the preferred way of handling images in a message, rather than as attachments. This is done by editing the HTML directly, using the Edit HTML Source function, and including the image in the HTML code directly.

1. Click the Save Template Changes button. The mailout template list page will be displayed.

To Add Recipients to Mass Mailout

1. Select Events > Mass Mailout > from the Menu. A list of existing mailout templates will be shown, with the ID, Name, and Event (which is always Mailout).
2. Click the mailout template ID or Name in the list. The Edit Existing Mailout page will appear.
3. Click the Select Users & Prepare for Sending button. The Setup mailout recipients page will appear.
4. Click the Find Matching Customers button to display a list of customers’ email addresses.
5. To find particular customers:
6. Enter the required text in the Filter emails by field.
7. Select whether to search by All, Name, Username, Email Address or Service Type in the Find by drop list.

If search by Service Type is selected, the Filter emails by field will list all available service types. Select the required service from the drop list.

1. Click the Find Matching Customers button. All matching customers’ email addresses will be displayed.
2. Highlight the required customers’ email addresses in the Found Recipients list.
3. Click the Add To Mailout Recipients button. The selected email addresses will be displayed in the Current Mailout Recipients list on the left hand side.
4. To add all customers listed in the Found Recipients list, click the Add All Above To Mailout Recipient button.
5. To remove recipients, highlight the required customers’ email addresses in the Current Mailout Recipients list and click Remove Selected Recipients button. The selected email addresses will be removed from the list.
6. Once all required recipients have been selected, click the Save & Proceed to Confirmation button. The Review and Confirm page will appear, showing the mailout template with the list of recipients.

To return to the mailout template, click the Back to Template button.

1. Click the Send Mailout button. A message will appear prompting you to confirm that you are ready to send this mailout. This cannot be reversed.
2. Click the OK button to send the mass mailout. The mailout template list page will be displayed with an information box showing the message has been queued for delivery.

To return to the Review and Confirm page without sending, click the Cancel button.

1. To exit without sending, click the Back to Choosing Recipients button.

To Edit a Mailout Template

1. Select Events > Mass Mailout > from the Menu. A list of existing mailout templates will be shown, with the ID, Name, and Event.
2. Click the mailout template ID or Name in the list. The Edit Existing Mailout page will appear.
3. Enter or modify the template information in the appropriate fields.
4. Click the Save Template Change button. The mailout template list page will be displayed with an information box showing the template has been saved successfully.

To Delete a Template

1. Select Events > Mass Mailout > from the Menu. A list of existing mailout templates will be shown, with the ID, Name, and Event (which is always Mailout).
2. Click Delete Mailout beside the required template in the Delete Mapping column. An information box will display showing the template has been deleted.

---

See also

• EventEmersion system events
• Event types
• Templates