Generate Mass Email

You can use mass email to send an email to a group of constituent accounts. To generate a mass email, you need a classic email or drag-n-drop communication template that contains the email content and a query that includes the accounts of the intended recipients.

Tip: Before you send the email to everyone, consider sending a test email to yourself or someone at your organization. For details, refer to Send Test Email.

1. From Communications, click Manage Communications.

2. Select the category and communication template.

3. Under the template name, click Mass Email.

4. If your organization uses the Advanced Mass Email module, select whether the email is basic or advanced.

   Note: Drag-n-drop templates are only available through the Advanced Mass Email module. If you select to generate mass email from a drag-n-drop template, Advanced Mass Email will be the only option available.

5. For Criteria, select the category and query that contains the accounts of the intended recipients.

6. For classic email templates, select how accounts or entries from your query should be grouped and whether split and upgraded transactions should be consolidated (rolled up).

7. Because some constituents use different email addresses for different personas, select which personas should receive the email.

   • The Primary Persona only - Sends an email to all email addresses associated with the primary persona for each account in the query.

   • All Personas on the Account - When an account has multiple personas, all email addresses for each account in the query receive an email.

   • All of the Personas I select - Select which personas to include for accounts in the query. All email addresses associated with the selected personas receive the email. If none of the selected personas include an email address, eTapestry sends the email message to the email addresses associated with the primary persona.

   • One Persona, based upon the Hierarchy I select - Set up an order of persona types in your database. For each account, eTapestry sends an email to the email addresses associated with the highest persona that includes an email address. If none of the selected personas include an email address, eTapestry sends the email message to the email addresses associated with the primary persona.

8. Click Next.

9. Enter the name and address of the person to whom replies should be sent. By default, your user account information appears, but you can change this to your organization's information or another person in your organization.

10. To receive confirmation emails when the mass email begins and finishes, enter a confirmation email. By default, this is your account's email address.

11. For advanced mass email, select whether to schedule the email to be sent at a later date and time. If so, enter when the email should be sent.

    Tip: Later, you can review and update this schedule from the Scheduling Report.

12. If your organization uses the Attachments module, you can select one or more files to attach. Click Browse, select a file from your local computer, and click Upload.

    Tip: We recommend that you do not send attachments. Instead, host the file on your website and include a link to it in your email. Many recipients are more likely to click a link than to download a file attachment. If you must send attachments, keep them small so that they are easier for recipients to receive, download, and view. Remember you can only send 6,144 MB of information by basic mass email each month. For advanced mass email, you can send an unlimited number of file attachments, but each file must be less than 10 MB. Recipients open these attachments by the links at the bottom of the email.

13. Click Next.

14. Select whether you want to track your email. Under Tracking - Interactions, select the check box next to Track interactions for each recipient.

    A shared Mass Interaction will appear on the Mass Interactions page for each account that is sent an email.

    If you wish to create Journal contacts with marked defined fields, you can do so through a mass update. For more information, see Mass Updates.

15. Enter a subject for the journal contact or Mass Interactions page entry in the Subject field. Select the contact method in the Method drop down menu and enter user-defined fields.

16. Select whether you want to create a separate query of accounts that don't have an email address. If so, select a category and enter a name for the query.

    You can use this query to identify which constituents to contact in other ways or which constituents to ask for email addresses.

17. Click Next.

18. Verify the email summary and preview the content of the email. To make changes, click a previous step.

    For an advanced mass email, the preview statistics show information about accounts that have duplicate email addresses. The email is sent to each email address only one time.

19. To send the mass email, click Send.

    Warning: You cannot stop, retract, or edit the email after you click send. For an advanced mass email that is scheduled to be sent at a later time, you can make changes to the scheduled date and time through the Scheduling Report. However, if you make any changes to the query or template, you will need to cancel and reschedule the advanced mass email in order for those changes to appear.

    Tip: For information about your advanced mass email subscription, review your Usage Report. This report is an eTapestry Standard Report.