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Email circulars

(EMS)
 
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An email circular is a personalized email message to a selected group of contacts. "Personalized" means: the recipient is addressed personally with his name. This eliminates the "mass mailing" character of the email and builds trust. Personalized emails are based on email templates that have either been newly created or selected from existing templates.

On this page:

Defining recipients Selecting an email template
Creating an email template
Editing an email template
Email preview
Sending an email

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Defining recipients

(EMS - Email circulars)

Click the EMS symbol. The WBS will open the window for creating email circulars.

 

 

First of all, determine the email recipients. As a rule, you will only want to address a particular subset of contacts. This subset is selected in two steps:

In the first step, use selection to reduce the list of available contacts. Either use a preset filter for this purpose or create a new selection. Continue to the instructions

In the second step, select the desired contacts from the displayed list. This is done by activating the checkboxes for these contacts in the first column of the displayed contact list. Selection can be done on three levels: select individually, select list, select all.

 
a) For individual selection, select each contact individually. 

b) For list selection, select the headline of the table of contacts in the left column. Activating this checkbox selects all visible (!) contacts, and you will see that all the checkboxes for the contacts have also been activated in the process. If you deactivate one of these contact checkboxes or use individual selection, you will see that a colored area appears in the headline, indicating that not all visible contacts have been selected.

c) To select all, click the blue button Select all in table. This selects all contacts, even the hidden ones not displayed in the current view.

 

 
Here is an example of individual selection: 

a) Three contacts have been selected individually.

b) The colored area has appeared in the headline.

c) When a selection is active (individual, list, all), the blue button is replaced by the green Clear selection button.

 

Note concerning the display of selected contacts

Normally, you would select all contacts as recipients, because you will already have narrowed down your selection to the desired subset of contacts that you want to send an email circular to. But often enough, you will want to exclude the one or other contact from the list of recipients. A single selection may not suffice, because there may be individual reasons for the exclusion. 

If you deactivate the checkboxes for the respective contacts and page to the overview, you will find that list selection is activated again, despite the fact that individual selection was indicated previously. The reason for this is that the WBS, when taking control (e.g. for the purpose of refreshing the display after paging), sorts the contacts according to selection, unless something else has been set specifically. The selected contacts will then be shown first. The contacts that have been excluded will always appear at the bottom of the table. This allows you to instantly recognize whether you have really excluded all the right contacts.

Once you have checked and verified your input, continue to the next step of the email circular creation process. Click Next step.



 

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Selecting an email template

(EMS - Email circulars)

a) After selecting recipients, click Next step to create your email.

b) Here, you can either create a new template - or

c) edit an existing template. 

d) Use the recycle bin icon to delete a template that is no longer needed.

 


 

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Creating an email template

(EMS - Email circulars)

If you would like to create a new template, follow the procedure described under Template management.

a) To use an empty template, click Empty template.

b) Otherwise, choose an existing template and the basic template color.

c) Click preview to see what the selected template looks like.

d) Select Use template to use the template.

 





 

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Editing an email template

(EMS - Email circulars)

Here you can edit your template (selected or newly created). For this purpose, follow the procedure described under Template management

a) Edit the template.

b) Once complete, save your changes and click Next step to continue to the preview.


 

 











 

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Email preview

(EMS - Email circulars)

You can preview your email, even after editing, by clicking the Save button. You will now see all the emails that were created in the WBS from your template, i.e. you will be shown all the personalized emails for each recipient. Now you can perform a random check of all the prepared emails that are ready for sending.

a) The current recipient is displayed here.

b) Use the navigation arrow to proceed to the next recipient.

c) Here you will see the personalized form of address.


 

 
 

a) The current recipient is displayed here.

b) Use the navigation arrow to proceed to the next recipient.

c) Here you will see the personalized form of address.

 
 

a) The current recipient is displayed here.

b) Use the navigation arrow to return to the previous recipient.

c) Here you will see the personalized form of address.

Please note:
If your document contains a link (from a macro), this link will not be active in the preview, but it will still be displayed to the recipient in the proper way.

Example: The link generated with the macro "Link_DisplayInBrowser" will not display the document directly in the browser, but in the WBS. The recipient, on the other hand, will see and click the link Display_in_browser, which opens a (new) browser window displaying the text of the email message. Any text can be used for the link, but in our case it would make sense to write:

If the text is not displayed properly, please click here to view this email in your browser

 


 

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Sending an email

(EMS - Email circulars)

The final step is to configure the settings for the sending of emails.

a) The name of the email template and the number of selected recipients.

b) Specify the sending time - now or later.

 

 
c) Activate the date settings.

d) Select the day.

 

 
e) Activate the time settings.

f) Specify hour and minute. Tip: Entering data directly is faster than clicking the arrows.

g) Click the blue Send email button (concealed in this screenshot).

 
 
A final confirmation prompt appears: Send - YES or NO.
 

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