To send emails to multiple people at once, manage recipients, send emails by a third-party provider and track results, you can use the Mailing option.
📌 Note: There's no limit to the number of recipient lists on a mailing, however, we don't recommend having very large mailings.
To do this, follow the steps below.
Click CRM then click Mailing.
From the New drop-down menu, click New Email Mailing.
Complete the following fields:
Title: The name of the mailing.
Mailing ID: You can change the ID to something unique to the mailing.
Method: This is set to Email but you can change it if necessary.
Source: This is greyed out, as this field determines the form which the data is merged from.
Exclude Ref: To exclude contacts included in a previous mailing, select the ID.
Purpose: Specify the Purpose for the mailing e.g. Events
Preference: Specify the type of mailing e.g. Newsletter.
Mailing is for DM: Specify whether the mailing is for direct marketing.
Click Save.
Once you click Save, you're at the Create List stage. To complete this, move on to the next section.
Create list
In this workflow stage, you can use the following options:
Load: Select the appropriate method to load the contacts. If you're loading a group, you need to create the list from either the Contact or Groups form.
Exclude: Exclude the relevant contacts from the mailing.
Too Many Mailings Protected: Set a limit for the number of mailings a person or organisation receives.
Set Purpose/Preferences: Set the mailing preferences for the contacts in the mailing.
Reload: Remove any contacts that you've previously loaded into the mailing and reload the selections.
📌 Note: You can't load contacts to a mailing from a different area of the system than you created the mailing, for example, you can't load contacts from the Contact module into a mailing from the Event module.
Recipients
When you load the contacts, the results of how many people have a do not contact preference or have missing contact information show in the Summary area of the Details tab.
To view information about contacts included in a mailing, on the toolbar, click Recipients. This opens the Recipients form where you can override the do not contact status for the current mailing. You can also amend the address details along with the preferred method for the mailing.
When you create the mailing list, click Configure workflow stage.
Configure
The following options now appear on the toolbar to help put together the mailing:
Fragment: Sort the mailings into groups.
Dedupe: Enables the de-duplication check on households, addresses and mobile numbers. You can also merge records together.
Mail Blocks: This action clears the Do Not Mail field for all individuals in the mailing, so you can mail them.
Once you've configured the mailing list, click Send workflow stage.
Send
To send emails with Microsoft Outlook, follow the steps below.
📌 Note: You need to install the correct Microsoft addins before you can do this.
From the Create Email drop-down menu, select Send with Outlook.
Select the relevant mailing method check boxes then click Select.
Enter any text you want to include in the body of the email then add any attachments as required.
In Microsoft Outlook, click the Access Charity CRM Add-in button.
If not already logged in, you'll be ask to log into Access Evo via the addins.
For any contacts that are not already within Charity CRM, you can click Add Contact to create a new record if needed.
Click Log Email then Next,
Fill out any extra details of the mailing that is required.
Click Log Email to send the record to Charity CRM.
To check that the contacts have received the letter, on the Mailings form, click Recipients. Contacts will be marked as Mailing Sent.
To check the total number of recipients, on the Mailings form, click the Details tab.
Additional options at the Send stage
Export: Export the email to CSV, PDF or Excel format.
Reset: The options available on the drop-down are:
Reset Sent Contacts: This clears the Mailing Sent check box for all recipients of the mailing, enabling you to merge them again.
Reset Templates: This resets all the templates you previously allocated for the mailing and enables you to select new templates.
Create Source: Create a source code for the mailing. For example, a mailing might send out a specific appeal or campaign for which donations are expected. Setting up a source code enables you to associate the payments with the mailing.
Once you send the mailing, click Complete workflow stage.