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Difference between revisions of "Email"

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You can send an email message from any record in an [[Object]]. Additionally, you can communicate with members of your [[Team]] and [[Users]] outside of your team.
You can send an email message from any record in an [[Object]]. Additionally, you can communicate with members of your [[Team]] and [[Users]] outside of your team.


You can also automatically update Prospect or Contact records with activity information, using any email client. ''Learn more:'' [[External Email Tracking]]
==Sending Messages from the Platform==
When viewing any record in the platform, an email message can be sent out in regards to that record.


==Track Email Communications==
===Email History===


When you use the platform to send an email message, a copy of the message is tracked in Activity [[Reports]] and in the [[Related Information]] sections of the object you sent from.
When you use the platform to send an email message, a copy of the message is tracked in the record history.
 
===Your Email, Your Way===
 
The recipient's message lists your name as the sender and your email address in the Reply To field - the platform acts to manage and organize your communications, and is invisible to the email recipient(s). You get total control over your email [[Campaigns]].


===Email Templates===
===Email Templates===
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Instead of a generic "Dear Sir" salutation, your message can begin: "Hello '''Carl''', it's been '''2 weeks''' since spoke about '''Project X''' ..."
Instead of a generic "Dear Sir" salutation, your message can begin: "Hello '''Carl''', it's been '''2 weeks''' since spoke about '''Project X''' ..."


===Email Documents===
==Send Email from a Record==
 
{{:Send Email from a Record}}
See [[Documents|Email a Document]] for more information. Multiple documents can be attached to email messages, as needed.
 
==Send Email==
{{:Send Email}}


==Email Bounce Notification==
==Email Bounce Notification==
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* Audience — Who is the document for?
* Audience — Who is the document for?
* Scope — How much detail should be included in the document?
* Scope — How much detail should be included in the document?
:For example, you might want to set up a follow-up letter template that will be mailed to clients after a successful sales call. The purpose of the letter is to remind the caller the terms of the impending deal. The audience is the person who agreed to the deal. The scope is a quick letter outlining the general terms of the deal. It is not intended to offer full disclosure, outline roadblocks or other minutia that might still derail the deal.


Once you have answered these basic questions, you next need to determine what information you plan to draw from the object. Remember that the information you want to include does not need to currently exist in the object. You can choose to modify the object itself to support your letter.
Once you have answered these basic questions, you next need to determine what information you plan to draw from the object. Remember that the information you want to include does not need to currently exist in the object. You can choose to modify the object itself to support your letter.


:For example, in the follow-up letter discussed previously, you will want to include the client’s name and address. The sales rep’s name. The products included with the sales. And the expected close date of the sale.
You can also build in logic to the template that can alter the text and other information based on information provided by the object.  
 
You can also build in logic to the template that can alter the text and other information based on information provided by the object. Learn more: [[Template Variables]].
 
===Pointers for First-Time Email Marketers===


* '''Don't just use emails to sell''' - People get tons of emails everyday, so the best message may not be a call to buy. Instead, consider focusing on how people can learn new approaches to reach their goals from your point of view. Content is king.
:''Learn more:'' [[Template Variables]].
* '''Don't go crazy with HTML or graphics''' - A few tasteful graphics can help your message, but too many can be a hinderance or worse, look like an ad. Make sure your emails are friendly to even those without web-based email readers.
* '''Personalize your message''' - You can mail merge data directly into your email templates so you can provide a consistent, personal message to your contacts. You can add fields into your templates using the Template wizard or within your text.
* '''Give them more info''' - Some users are avoiding email attachments, which can be bulky and hard to manage, by sending documents using the Documents folder. By making a file "Publicly Available," they are embedding a web link into their email that lets people download the file directly. They can also track if the customer clicked on the link.
* '''Follow-up on clicks''' - Because the platform lets you automatically assign a callback task to a member of your team whenever your email campaigns are click or opened, you can create a one-to-one experience and close the loop. Have your team open with "I saw that you had downloaded our flyer and wanted to know if you had any additional questions."


==SMS Messaging==
==SMS Messaging==
{{:SMS}}
{{:SMS}}

Latest revision as of 20:39, 11 June 2014

You can send an email message from any record in an Object. Additionally, you can communicate with members of your Team and Users outside of your team.

Sending Messages from the Platform

When viewing any record in the platform, an email message can be sent out in regards to that record.

Email History

When you use the platform to send an email message, a copy of the message is tracked in the record history.

Email Templates

You can enhance your communications with Template Variables to personalize your messages.

Instead of a generic "Dear Sir" salutation, your message can begin: "Hello Carl, it's been 2 weeks since spoke about Project X ..."

Send Email from a Record

To send an email message from a record:

  1. Open the tab that contains the record of interest
  2. Click the record to open it
  3. In the area that says, "Email or Add a note", begin typing your message.
    • The area expands to display an editor window and additional buttons.
    • The default is Private Note, which records your comments in the record history.
  4. Click Email to send your comments as a message, as well
    • For anything other than the Cases object, a Subject field appears above the message area.
      (For Cases, the subject field is pre-defined.)
  5. Optionally, choose an Email Template
    • The subject field is then pre-filled from the Template.
    • If text already exists in the subject field, text from the template is appended to it
  6. When finished, click [Submit].
    A message appears confirming that the email has been sent, and the message is recorded in the record history.

Notepad.png

Note:
Users can also send a message from a Report.
Learn more: Reports#Email a Report.

Email Bounce Notification

When you send an email message to an address that is no longer active, or if the email server is very busy, you may get an error message (a bounce message).

How it Works

When you send an email message from the platform and it bounces, you are notified by email, so that you can then take action to correct the email address for that Contact, or try again later.

Troubleshooting: I'm not getting any Email Bounce Notification Messages

If you were expecting a bounce message and didn't get it, check your Spam folder. Your email service provider may have identified the email bounce notification as spam, and your email client may be setup to automatically move spam to a separate folder.

To avoid this problem, add a line to your Email Templates, requesting that the recipients add your email address to their contacts list, like this: 

In order to ensure delivery of our emails to your inbox, please remember to add 
our email address to your email address book.

Plan Your Document

When planning to communication, whether via a small paragraph-length letter or multi-volume reference tool, consider three issues:

  • Purpose — What is the intended use for the document?
  • Audience — Who is the document for?
  • Scope — How much detail should be included in the document?

Once you have answered these basic questions, you next need to determine what information you plan to draw from the object. Remember that the information you want to include does not need to currently exist in the object. You can choose to modify the object itself to support your letter.

You can also build in logic to the template that can alter the text and other information based on information provided by the object.

Learn more: Template Variables.

SMS Messaging

SMS is the protocol for sending text messages to mobile devices. Read about it at: http://en.wikipedia.org/wiki/SMS.

This article covers information about how you can use SMS text messaging to send information out. It can be used with any email function within the platform.

Using SMS

Want to be alerted on your mobile phone whenever you have new data or updates within the platform? It's easy to send an SMS message to mobile phones for you or your team.

  1. For the To: field select Specific Email Addresses.
  2. In the select Specific Email Addresses field, type in the SMS-email address. (see table below)
  3. Type the message you want to send to the phone. You can also embed template variables related to that record. For example: $account.name.

Below are the most popular carriers and their formats and their character limits for messages. Just replace 5551234567 with your own number.

Carrier Email Format Limit
AT&T 5551234567@txt.att.net 160
Verizon Wireless 5551234567@vtext.com 140
T-Mobile USA 5551234567@tmomail.net 160
Metro PCS 5551234567@mymetropcs.com 120
Sprint PCS 5551234567@messaging.sprintpcs.com 160
Alltell 5551234567@message.alltel.com 116

For a complete list of carriers and their formats you can go to: http://www.livejournal.com/tools/textmessage.bml?mode=details

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