Mail Merge/Outbound Email

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Mail Merge

You can create a data file (with the extension .txt) containing the Mail Merge data or perform the Mail Merge immediately, for example Letter or Labels. You can also create and set the default Mail Merge template for the Company in CRM System Settings, Module Control or on an individual User basis in user Maintenance, CRM Button > Templates tab. Greentree CRM has a few sample templates, located in the Greentree CRM Templates directory.

Email

You can send email from Greentree, including bulk emails. A number of Email Programs can be selected, including Internal, Outlook2000, Outlook2000 with Save. The Contact on the Communication is used to pre-fill the Sent To field if a single email is sent. The list of Contacts on the List/Campaign/Invitation/Booking is used to pre-fill the Blind Courtesy Copy field in the case of Bulk Email. If an email address does not exist for the Contact, the Organisation email address is used.

If an email address does not exist for the Contact or Organisation, then the Contacts name is used. If the Communication is linked to a Call or Service Request, with a Reseller, then the Reseller is CC'ed on the email.

The address is determined as:

• If Call/Service Request has a Reseller contact, then the Contact is CC'ed in the email
• If Call/Service Request does not have a Reseller contact, but has a Reseller Organisation that has a primary contact, then the Reseller Organisations Primary Contact is CC'ed in the Email
• If Call/Service Request does not have a Reseller Contact, nor a Primary Contact on the Organisation, then the Organisations email address is CC'ed in the Email

Email Templates can be defined. These templates can be used with Bulk Email or Email and pre-fills the Subject and Body of the Email based on the Template. You can also insert COM Interface fields into the Subject and/or Body of the Email. You can update the Email with Greentree database values.

Notes:

• Emails sent from a List/Campaign/Booking/Invitation let select the type of email that you want to send. Campaign-based Email templates use the Send Email from List COM Interface, which gives access to Campaign database fields. Contact based Email templates use the Send Email to Contact COM Interface, which gives access to Contact database fields.
• For Emails sent from a Communication, the system updates the Conversation field with modifications performed to the email itself. In addition, the Conversation field will keep track of each email sent through appending the email detail to the existing Conversation.

The Email function uses these settings:

Greentree System > System Setup > General System Preferences settings, which define the Email preferences:

• Mail Server Address
• Client Name
• Default Reply Address
• Security User and Password

The Email function can be used using dial-up service. To use your own ISP (Internet Service Provider) you must specify:

• Mail Server Address needs to indicate the Service you use, for example: smtp.bigpond.com.au
• You must be dialled-in to your Mail Service when you want to send an email

Greentree System > Utilities > User Maintenance, per User on the General tab:

• Email Address
• Reply To Email Address

Auto Generate Communication

You can generate a Communication record for Mail Merge/Bulk Email performed. This provides a history of all communications performed. If Create Communication is selected, these defaults through to the Communication:

• Mail Merge
• Communication Summary = List/Campaign/Invitation/Bookings Name
• Communication Method = Letter
• Communication Conversation = Mail Merge Performed
• Bulk Email
• Communication Summary = List/ Campaign/Invitation/Bookings Name
• Communication Method = Mail

Auto Save Attachments

For Bulk Emails/Mail merge, you can auto save Attachments against the Campaign/List/Booking/Invitation that the Bulk Email/Mail merge is sent from. You can auto save these as an attachment:

• Template used
• List of Contacts

These settings are available within CRM > System Settings > Module Control > Sales tab.

The attachment is physically stored only once, with links to the individual records that it is linked to.

Create data file only

Select this option to create a text file (.txt) containing the list of Contacts and their contact detail. Select the Show Fields button to view the list of fields exported to the data file. This file can be used as is or with a third party product, such as Excel.

If you must export more Contact fields, use the View Contacts feature located in CRM > Relationships > View.

Create data file and perform Mail Merge

Select this option to generate a document, for example a Letter, using Word (2000 or later). If you select this option, you must select the Word template you want to use. A default Template can be set in CRM > System > Setup.

Create Communication Records

Select this option if you want an auto Communication created for each Contact included in the data file. If selected, you must also select the Communication Status.

This option creates a Communication in CRM for each of the Contacts included in the List and can be viewed on the Enquiry and Related tabs in Organisation and Contact Maintenance, and through the View Communications form.

Email Template

Select the Email Template you want to use. The Template defines the Subject and Body of the email. Email Templates are maintained in CRM > System > Utilities > Email Template Maintenance.

Create Communication Records

Select to automatically generate a Communication record for each email. The Communication enables you to keep track of bulk emails sent, through enquiry on the Organisation/Contact.

If selected, you must provide the Communication status.

Communication Status

Select the status for the Communications automatically created based on the bulk emails sent.

Send Attachments

Select to include List Attachments with the Email. If selected, the Attachments table is enabled and lists all the Attachments saved against the List. You must select the Attachments you want to include with the email.

Attachments Table

Select the Attachments you want to include with the email.

This table is enabled if the Send Attachments option is selected. The table lists all Attachments saved against the List.

From

The email address of the user sending the Email displays. From User is maintained per User, in User Preferences. If you are sending a Bulk Email, then you can default the From User to another user. This setting is located in Customer Relationship Management Module Control, Sales tab.

Reply To

The email address of the User, that the reply Email will be addressed to, displays. Reply User is maintained per User, in User Preferences.

To

This field lists the Contacts that the Email is addressed to. Email address is maintained per Contact in Contact Maintenance. If the Contact does not have an email address, then the Name of the Contact displays. You must enter the correct email for the Contact to have the email sent without error. You can enter additional email addresses or select additional Contacts using the To button.

Cc

Enter email addresses or select Contacts using the Cc button. A Contact in the Cc field is not the main Contact that the email is addressed to. A Courtesy Copy Contact only receives the email for informational purposes.

For emails created from Communications, these applies: If the Link email communications to all (b)cc recipients option is selected on the System Options > Workflow tab, then Greentree automatically creates a Linked Record between the Communication and each Contact listed in the Cc and Bcc field.

Bcc

Enter email addresses or select Contacts by clicking the Bcc button. A Contact in the Bcc field receives a copy of the email without having the Contacts email address displayed. Other recipients will not be aware that the Bcc Contact received the email.

For emails created from Communications, these applies: If the Link email communications to all (b)cc recipients option if selected on the System Options > Workflow tab, then Greentree automatically creates a Linked Record between the Communication and each Contact listed in the Cc and Bcc field.

Subject

The Subject of the Email defaults to the Summary of the Communication. You can update the Subject.

Body

The body of the email defaults to the Conversation of the Communication. You can change the Body.

Attachments

This field lists the attachments for the Email. You can add or remove attachments. New Attachments are added to the list of Attachments for the Communication.

All Contacts with email

This field lists all the CRM Contacts who has email addresses. Select the Contact you with to send the email to. Then, select one of these buttons:

• To - The email is for the attention of the Contact.
• Cc (Courtesy Copy) - The Contact should take note of the email but is not required to respond.
• Bcc (Blind Courtesy Copy) - The other Contacts cannot see the Bcc Contact in the list of Contacts that the email is addressed to. The Bcc Contact should take note of the email and reply.

To

The To field lists all the addresses of the Contacts that the email is addressed to. These Contacts are required to take action /respond to the email. If you want to remove a specific address from the To field, then you must select the Recipient and then the <-To button.

Cc (Courtesy Copy)

The Cc field lists all the addresses of the Contacts that receive copies of the email. These Contacts are required to take note of the email content. If you want to remove a specific address from the Cc field, then you must select the Recipient and then the <-Cc button.

Bcc (Blind Courtesy Copy)

The Bcc field lists all the addresses of the Contacts that receive copies of the email. These Recipients are hidden from the list of Contacts in the To and Cc fields. Bcc Contacts are required to take note of the email content and respond. If you want to remove a specific address from the Bcc field, then you must select the Recipient and then the <-Bcc button.

Filter

Enter the text you want to search on and click the Search Now button. The text is matched against the CRM Contacts email addresses. All matching Contact Addresses display in the All Contacts with Email field.

• Tasks for Template Maintenance

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