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Send Your Own Emails

Last Updated: Jan 29, 2018 01:32PM EST
  Email tactics are created and managed in the MarketingCenter. The first screen in the MarketingCenter displays a list of previous email tactics sent. You can view the status of each tactic under the Status column. This tells you if the campaign is not scheduled, scheduled or sent. To access an existing tactic select the campaign name
 
What will I find in this article?
Create
​Select the New Email button located at the top of the page.



Next choose the content source for the email. Three options display:


  • Ready Made: Pre-configured emails. Simply choose the email, apply your mailing list and send. For a more in-depth explanation of ready made emails, view the Vendor Library Emails article.

  • Copy previous email: This option copies over an exact one to one match of an existing campaign and optionally copies over the mailing list from that previous campaign with the unsubscribed and rejected emails already removed.

  • New Content: Create new content from scratch. This lets you set up all of the campaign options, tracking, leads, content, etc. yourself starting from an empty template.

Choose a source by selecting the name. If you select "New Content" it loads the campaign setup screen. In the fields provided, give the email a name and description. Recipients of the email will not see this information as it is internal only.



When finished, click Save located at the bottom of the page.

 
Build
Use the content editor to it's fullest capabilities to build the content of your email.  Insert text, images and links using the tools within the content editor.  When finished, enter a subject and click Save.


 
Mailing List

The mailing list is the group of contacts that will receive the email campaign. You cannot send the campaign without applying a mailing list. It is very important to apply the correct mailing list, as applying the wrong mailing list to the campaign will be sent to the wrong recipients.

You can add contacts to your mailing list manually, by a group or with an advanced search.
 
  • Adding Group of Contacts: Select the drop down button under Group Mailing List. Place a check in the box next to the group you would like to add and click Add checked groups.

  • New Search: Select the New Search option and follow the steps to build your search criteria. See the Searching article for assistance with building an advanced search. When you are finished click Run the Search.
     
  • Saved Search: If you've previously created an advanced search and saved it, you can run that same search again by selecting Saved Search, then select the search to run.
     
  • Saved Groups: Attach a previously created group of contacts to the email. Click Saved Groups and then check the box(es) for the group to add to the mailing list, then click Add checked groups.Select the drop down button under Group Mailing List.
     
  • Import: Import contacts into the mailing list using a CSV or XLS file. See our article on the Import process for more information.



When your mailing list has been inserted, the next step is to setup your tasks and alerts. Select Tasks & Alerts at the top of the page.
 
Tasks and Alerts
Tasks and alerts let you specify which user(s) get notified when activity is done within the email and if that activity should be created as a lead. For example, you can specify an email notification or lead be created when a customer clicks on a link within your email. Setting up tasks and alerts is optional and not required.

Place a check in the box next to alerts/leads you want to receive and choose which user you want to assign it to. Your choices are:
 
  • When an email is opened.

  • When a link in the email is clicked.

  • When the unsubscribe link in the email is clicked.



The final step before sending out your email campaign is to send a test message.

 
Test Message
Before scheduling and sending your email it is highly recommended to send yourself a test message. This provides you with an accurate preview of the email within your local mail client such as Microsoft Outlook or Gmail.  This gives you an opportunity to resolve issues you might experience such as typos, broken images or bad links.  To send yourself a test message click the Test Message tab at the top of the page.  This loads a list of users.



Place a check in the box next to the user(s) you want to send the test message and click Send Test Message button. You can copy additional email addresses by placing them into the Send copy to other email addresses field.



When you have tested the email and everything is correct, select Schedule & Send.

 
Schedule & Send
If the email looks proper in the test message and you have attached your mailing list you can schedule and send the email for a specific date and time. You can also limit the daily distribution and set a specific number of emails to be sent per day. Enter the date into the date field and a time into the time field then click Save. This schedules the campaign to be sent on the date and time specified. 



 
Reports
After the campaign has been completed, you can review the campaign summary report. Select Reports.



The campaign summary gives you insight into the effectiveness of your campaign. The top section shows the overall campaign summary. Each subsequent section shows the results for each record owner of contacts in the campaign. The report is broken down into Sent, Opened, Clicks, Unsubscribed, Rejected, Leads and Opportunities, which is further broken down by total count and percentage.



If you need to view specific results of a category select the numerical value under the column. This provides a list of contacts that completed the action.



If needed you can export the campaign summary or results to Excel by clicking Export.



 
Rejections
Rejections are broken down into two main categories: hard rejections and soft rejections. These rejections are based on the response that our sending server receives from the recipient’s mail server. Hard rejections are critical rejections that flag the contact and it will no longer send any emails to that contact. Types of Hard Rejections:
 
  • Domain not found: The domain address in the user’s email does not exist (e.g. john@fakedomain.com).
     
  • User not found: The domain in the email address is valid, but the specific user does not exist (e.g. fakeuser@structuredweb.com). 

Soft rejections are emails that were rejected by the recipient, but future emails sent to this contact will be sent as normal:
 
  • Unspecified Error: The recipient server rejected the email, but the error received is unclear on the specific reason.
     
  • No answer from email server: The StructuredWeb email server did not receive any response from the recipient email server.
     
  • Email blocked by spam filter: The email was blocked by the recipient server’s spam filter.
     
  • Mailbox full: The recipient’s mailbox is full so the email could not be delivered.
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