Scheduled emailings

Scheduled tasks are useful for sending out confirmation emails, reminders, etc. When you schedule an email, you have to select one of your email profiles. Make sure the contents and dynamic fields are in line with your settings when setting up a scheduled email.

You can find all of your scheduled emailings by clicking the gear icon on the top right corner and selecting “Scheduled Emailings“. To create a new task, click on “+ New e-mail task“.

Choose the correct name for your email task. This way, you will always be able to manage your email tasks efficiently.

For example, you might want to send a welcoming email to newly signed up customers, but want to use two different email profiles, depending on if they signed up online or via customer service. You will have to create two scheduled emailings; the chosen name should represent the purpose of your scheduled email. In this example, the names could be “New sign-up MLM – Online” and “New sign-up MLM – Customer Service”.

The “Remarks” field is for your own reference. It might come in handy when you expect to have quite a large amount of scheduled emailings.

The “Datasource” refers to the type of data you want to send the emailings to. Which datasource you choose will change which conditions your emailings can have.

“Campaigns” are theme- or subject-based initiatives, which an email profile (and scheduled task) may be part of. For example, having a certain sales period for your products or a campaign during the holiday season. Campaigns require specific set-up.

The “Add a label” field allows you to a label that will be given to every lead who receives this specific emailing. This feature is meant to be used when using leads as a datasource.

Select the “Email profile” you want to use for your scheduled task. If your email profile can’t be found in the list, you may want to check your datasource and see if the email profile matches the correct datasource. If an email profile needs to be created or changed, you can choose “+ Create new email profile” or “Edit this email profile”.

Keep in mind that when editing an email profile, other scheduled email tasks using the same email profile will be affected as well.

Set the correct start date and time for when you want the first of the scheduled emailings to be sent out. Next, you can set how often you want the email to be repeated. For example, you can set appointment reminders to be send out once every day.

You must enter the maximum number of emails which you allow this task to send. The scheduled emailing will not run when the potential recipients exceed this number.

Give your task the right priority. If you schedule several emailings at the same time, the emailing with the highest priority will be sent first.

It is advised to leave the following box ticked unless you are absolutely sure the recipients should still receive this email.

• Do not send this email to persons who received an email with this profile before
• Do not send this email to persons who are unsubscribed

Before you can add conditions to narrow down your recipients list, you first have to Save the newly created scheduled emailing. After you saved the scheduled emailing, go back to the list of scheduled emailings, select your emailing and start adding conditions. When editing your scheduled emailing, there are multiple options in the top right corner.

“Create a copy” will duplicate your scheduled email, including its conditions. This is useful if you are setting up a new, but similar scheduled emailing.

“Show task history” shows the task history of this specific scheduled emailing. Here you can also see if there were any errors.

“Compose and show an example email” allows you to view an example email without actually sending it.

The last section in your scheduled email task now contains the number of items that will fit the profile to receive the scheduled email (Expression results in x items).

Click on “+ New condition” to add a condition.

Choose the type of condition from the drop down menu. Depending on the type of condition, you may need to enter additional values.

You can add “AND ALSO” and “OR” statements. Using these statements requires some understanding of how they might affect your expressions.

With “AND ALSO” statements, you make sure that both the conditions you connect with the statement apply. As an example, the email should only be sent if the recipient has an email address AND ALSO if it is part of “branch A”. So, if the recipient has an email address but is not part of branch A, the email will not be sent.

With the “OR” statement, either the first or the second condition has to apply. For example, the recipient should be part of branch A OR branch B.

You can connect multiple of these statements together. For example, if the recipient has an email address AND ALSO is part of branch A OR branch B, AND ALSO if the recipient has not received an email before, then the email will be sent.

Once done, click “Save“.

At the bottom of your scheduled email, you will see the condition you just set up, and the items left. This number represents the number of recipients for this scheduled email.

It is important you review the results (“Click here to view the results”) to make sure the recipients list is as expected. If it does not match your expectations, you should review your conditions.

When you’re finished editing your scheduled email, you can save it. In the email task list you will find some essential information about the scheduled email, as well as the number of recipients it applies to. This number may change when conditions of items change as well.

By default, your scheduled email is deactivated. You have to activate the emailing by checking “Planned task is active” and clicking “Save“.