Mass Emails: To Email from a Marketing List

The following activity demonstrates how to send a mass email to the members of a marketing list.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are Bill Owen, a marketing manager of the SweetLife Fruits & Jams company. You need to send emails to leads with confirmed contact information that represent employees from bakeries and restaurants with a special offer from the company to buy its citrus juicers at a 20 percent discount. To make the process of preparing a mass email quicker, you will apply an email template created by the marketing team of SweetLife Fruits & Jams company.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the Customer Management feature has been enabled: This feature provides the customer relationship management (CRM) functionality, including lead and customer tracking, as well as the handling of sales opportunities, contacts, marketing lists, and campaigns.
  • On the Leads (CR301000) form, a list of leads has been created in the system.
  • On the Marketing Lists (CR204000) form, the JCR20OFF marketing list has been created, and the Jacob Murray, Leslie Walker, Nicholas Langdon, Paul Mitchell, and Leonard Hemmings leads have been added to the marketing list.
  • On the Mass Emails (CR308000) form, the Citrus Juicers 20% Off mass email has been created.
  • On the System Email Accounts (SM204002) form, the system email account marketing@sweetlife.example.com has been added.
  • On the Automation Schedules (SM205020) form, a schedule for periodic runs of the Send and Receive Email process has been created.

Process Overview

In this activity, you will do the following on the Mass Emails (CR308000) form:

  1. Prepare a mass email to be sent to the members of a marketing list.
  2. Send the mass email to the test mailbox to make sure that the email will be delivered to the recipients.

System Preparation

Before you start sending mass emails to the members of a marketing list, do the following:

  1. Launch the MYOB Advanced website with the U100 dataset preloaded.
  2. Sign in to the system as marketing manager Bill Owen by using the following credentials:
    • Username: owen
    • Password: 123
  3. Make sure that on the Company and Branch Selection menu, in the top pane of the MYOB Advanced screen, the SweetLife Head Office and Wholesale Center branch is selected.

Step 1: Preparing a Mass Email to Be Sent to the Members of the Marketing List

To prepare a mass email to be sent to the members of the JCR20OFF marketing list, do the following:

  1. Open the mass email Citrus Juicers 20% Off on the All Records tab of the Mass Emails (CR308000) form.
  2. On the Summary tab, specify the mass email settings as follows:
    1. In the Source box, select Marketing Lists.
    2. In the Planned box, specify the date when you plan to send this email, such as the current date.
  3. To apply the email template, on the form toolbar, click Select Template.
  4. In the Select Template dialog box, which opens, do the following:
    1. In the Template box, select the Weekly Company Digest template, which is predefined.
      Tip: To search for a record in a list or records, you can enter a text string in the Search box in the filtering area. The system will find all the records that match your search criteria and display these records in the table. For details, see Searching in MYOB Advanced.
    2. Leave the Replace Email Contents check box cleared.

      In this case, the system adds the values (including empty values) of the Subject, To, CC, and BCC boxes and the text area of the template to any existing values of the same boxes and the text area of the mass email.

    3. Click Select.

    The system closes the dialog box and adds the content of the text area of the Weekly Company Digest template to the text area of the Summary tab. The values in the Subject, To, CC, and BCC boxes of the mass email have not changed because these boxes are empty in the Weekly Company Digest template.

    Note: If you select the Replace Email Contents check box in the Select Template dialog box, the system replaces the values in the Subject, To, CC, and BCC boxes and the text area with the respective values from the same boxes and the text area of the template. You can change these settings, if needed.
  5. In the text area of the Summary tab (after the We are happy to announce the latest news of our company sentence), type the following text:

    We are happy to offer you a special 20% discount on our citrus juicers! You can get a very good price for them if you place an order during this week.

  6. On the Marketing List tab, in the table, select the unlabeled check box for the JCR20OFF marketing list. The members of this list will be added to the addressees of the mass email.
  7. On the form toolbar, click Save.

You have prepared the mass email based on the template to be sent to the members of the JCR20OFF marketing list. Now you can test sending the email to make sure it will be delivered to the recipients.

Step 2: Sending a Mass Email to a Test Mailbox

To send a mass email to a test mailbox, do the following:

  1. While you are still viewing the Citrus Juicers 20% Off mass email on the Mass Emails (CR308000) form, on the form toolbar, click Preview Message.
  2. In the Preview Message dialog box, which opens, do the following to specify the test email addresses that the system will use to send a message:
    1. In the From box, select marketing@sweetlife.example.com.
    2. In the To box, leave the default value, which is system@sweetlife.example.com.
    3. Click OK to close the dialog box.

    The system shows the prepared message on the Email Activity (CR306015) form, which opens in a pop-up window. Notice the Draft status of the message in the Mail Status box on the Details tab.

  3. On the form toolbar, click Send. The system sends the message and closes the window with the Email Activity form.
  4. Open the Messages tab. In the table, the system has added the row that has the settings of the test massage. In the Mail Status column, notice the Pending Processing status of the message. As soon as the test email has been delivered to the test mailbox, the system changes the status to Processed.
Tip: If a test email account has been configured as described in Configuring Email Accounts, and the test message has been successfully delivered to your test mailbox, you can click Send on the form toolbar to send the mass emails to the members of the marketing list.