The Email Contact Portal enables sending emails to even very large target groups. When the recipients are imported to the portal from the CRM, information like which email was sent to the contact and whether the contact read it will be saved in the CRM.
Thus, a successful email campaign requires co-operation of the ECP and the CRM: in the CRM you must form a group of recipients from the CRM contacts, while in the portal you must create the email and finally send the emails by bringing together the email and the recipients.
Roughly speaking, the whole sending process includes four steps:
1. Create an email that meets your needs. 2. Create a campaign in the CRM and add the contacts who should receive the email. 3. Import the CRM campaign as a target group to the ECP. 4. Select the correct email and target group and send the email.
This guide deals with the steps 2–4 of the process described above. For more information about building the email in ECP, see ECP: Emails and Email Templates.
Forming a Campaign in the CRM
The recipients of the email are formed into a group in the Campaigns module of the CRM. For more information about the module and its function, see Campaigns. There are notes about the most important things considering the mass emails below.
To be able to import the campaign to ECP, it must be active. Other basic information about the campaign does not straightly affect its availability for importing.
On top of checking the status of the campaign, you must also add all the contacts who should get the email to the campaign. You can do this in three ways – if there is a great number of recipients and you can identify them with certain conditions, you get the best help from the Target Groups module. Another option is to determine the recipients with a filter in the Contacts module. In addition to these, you can also add contacts to the campaign by hand.
1. You can add the contacts in a target group to the campaign on the campaign’s Manage Target Group tab. Use the Copy or remove target group from this campaign section for this (see the picture below).
2. Adding contacts from a filter is also done on the Manage Target Group tab. At the bottom edge of the tab there are picklists for filters and you an select a contact filter in Load Contacts from filter (see the picture below).
3. You can add contacts by hand on the More Information tab. With the Select button at the top right corner of the Contacts section, you can open a list of contacts and select the contacts you wish to add. You can select multiple contacts at a time from the same page.
Importing Target Groups
When the campaign in the CRM is ready, you can import it to the portal to be used as a target group. You must import a separate target group for each email, and for clarity, it is recommended that there is also a separate campaign in the CRM for each email.
You can start importing either on the front page of the Contact Portal (see the picture below) or in the Target Groups section.
It is highly recommended to import the target group from the CRM. This makes it possible to save all the data, that is collected by the campaign (e.g. the times the email was read and links were clicked), to be saved automatically in the CRM. The ECP also offers an option to import the target group from a CSV file and then there can also be recipients that are not contacts in the CRM. But even if they were, data about them would not be saved in the CRM.
When a target group is imported, it requires the following information:
- Name – Helps identify the group and is only used inside the portal.
- List type – The unsubscribe list used with the email. The list type recognizes which contacts do not wish to receive emails and what kind of landing page is showed if they want to unsubscribe.
- External – The campaign imported from the CRM. Only the active campaigns are listed from the newest to the oldest.
- CRM fields – If you need to import additional information about the contacts, you can select the fields in this section.
When you have determined all the information needed, click the Import button.
Importing from CSV
The first row in a CSV file must be a header row with the following headers:
The CSV files that are imported to ECP must be in UTF-8 format (for example UTF-8-BOM format, which might be used when saving documents as CSV files in Excel, is not supported).
Sending the Campaign Email
When the email and target group are ready in the ECP, you can send the email campaign to the target group. You can do this by selecting Campaigns in the main menu and clicking the New Campaign button.
At first, you must only name and save the campaign. In the next view, determine the needed information:
- Target group – The recipients of the email.
- Content – The email which is sent to the target group.
- Use Google Analytics – If you are using Google Analytics, with this option you can activate it for the email campaign. You don’t need to activate the reporting for the CRM, it is done automatically.
- Is scheduled – Activating this option brings up fields for determining the time for the sending (date and time). The system will send the emails at that time based on the time zone specified in the user’s profile.
When you have selected the recipients and the email, you can send the email campaign by clicking Send Now (if you have scheduled the campaign, the button will say Schedule Now).
You can always leave the campaign unsent at any point. The draft of the campaign is saved automatically whenever you enter or edit any information on the campaign. You can find the draft campaign in the Campaigns section and on your own home page.