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. You can create and set the default mail merge template for the company in on the CRM Module Control form or for individual users on the Templates tab on the User Maintenance form. There are sample templates in the \CRM Templates directory.

Email

You can send email from Greentree Desktop that includes bulk emails. You can select an email program, 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 contacts on the list, campaign, invitation, or booking is used to pre-fill the Blind Courtesy Copy field of a bulk email. If the contact doesn't have an email address, the organisation's email address is used.

If neither the contact nor the organisation has an email address, then the contact's 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 a call or service request has a reseller contact, then the contact is CC'ed in the email
• If a call or service request does not have a reseller contact, but has a reseller organisation that has a primary contact, then the reseller organisation's primary contact is CC'ed in the email
• If the call or service request does not have a reseller contact, nor a primary contact on the organisation, then the organisation's email address is CC'ed in the email

You can define email templates to use with bulk email or email. They pre-fill 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 values from the database.

You can select the type of email to send from a list, campaign, booking, or invitation. 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, Greentree Desktop updates the Conversation field with modifications performed to the email itself. The Conversation field keeps track of each email sent through appending the email detail to the existing conversation.

The email function uses these settings:

Greentree General System Preferences settings, which define the email preferences:

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

You can use the email function with a dial-up internet service. To use your own Internet Service Provider (ISP) you must specify:

• Mail Server Address must indicate the ISP you use — for example, smtp.bigpond.com.au.
• You must be dialled-in to your mail service when to send an email.

You can set these options on the General tab of the User Maintenance form:

• Email Address
• Reply To Email Address

Auto Generate Communication

You can generate a communication record for a mail merge or a bulk email to provide a history of all communications. If Create Communication is selected, these default in the communication:

• Mail Merge
• Communication Summary is the name of the list, campaign, invitation, or booking
• Communication Method is Letter
• Communication Conversation is Mail Merge Performed
• Bulk Email
• Communication Summary is the name of the list, campaign, invitation, or booking
• Communication Method is Mail

Auto Save Attachments

For bulk emails or mail merge, you can save attachments with the campaign, list booking, or invitation that the bulk email or mail merge is sent from. You can save these as an attachment:

• Template used
• List of Contacts

These settings are available on the Sales tab of the Module Control form.

Note: 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. Click the Show Fields button to view the list of fields exported to the data file. You can use this file as is or with an external application like Excel.

Note: If you must export more Contact fields, use the View Contacts feature on the View form.

Create data file and perform Mail Merge

Select this option to generate a document — for example a letter — using Word. If you select this option, you must select the Word template you want to use. You can set up a default template on the CRM Setup form.

Create Communication Records

Select this option if you want a communication created for each contact included in the data file. If you select this option, 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 on the Organisation and Contact Maintenance forms, and on the View Communications form.

Email Template

Select the email template to use. The template defines the subject and body of the email. You can edit email templates on the Email Template Maintenance form.

Create Communication Records

Select this option 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 or contact.

If you select this option, you must provide the communication's status.

Communication Status

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

Send Attachments

Select this option to include list attachments with the email. If you select this option, the Attachments table is enabled and lists all the attachments saved with the list. Select the attachments to include with the email.

Attachments Table

Select the attachments to include with the email.

This table is enabled if the Send Attachments option is selected. The table lists all attachments saved with the list.

From

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

Reply To

The email address of the user to whom the reply email is addressed displays.

To

This field lists the contacts that the email is addressed to. 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 by clicking the To button.

Cc

Enter email addresses or select contacts by clicking the Cc button. A contact in the Cc field is not the main contact that the email is addressed to. A CC contact only receives the email for informational purposes.

Note: For emails created from communications, if the Link email communications to all (b)cc recipients option is selected on the Workflow tab on the System Options form, then Greentree Desktop 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 displaying the contact's email address. Other recipients are not aware that the Bcc contact received the email.

Note: For emails created from communications, if the Link email communications to all (b)cc recipients option is selected on the Workflow tab on the System Options form, then Greentree Desktop 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 will to send the email to. Then, click 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 or respond to the email. 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. To remove a specific address from the Cc field, you must select the recipient and then click 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. To remove a specific address from the Bcc field, then you must select the recipient and then click the Bcc button.

Filter

Enter the text to search on and click the Search Now button. The text is matched with the CRM contact's email addresses. All matching contact addresses display in the All Contacts with Email field.

• Tasks for Template Maintenance

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