Sending emails to groups

To send mass emails to a Group, the Group must be linked to a Person, Company or Lead.

Click My CRM | Groups and click the Group you want to email. The Group Details page is displayed.

Click New Email. The Send Mass Email page is displayed.

To ensure the email isn't sent to members of another Group, select the other Group from Dedupe Against Existing Group.

To base the email on an existing template, click Template. Sage CRM templates usually contain standard content and field codes. Further formatting layouts are available from the Layouts toolbar button.

Select a From address. Your email address is the default value. Other options depend on what your System Administrator has configured and your permissions.

Enter a subject and the email content.

You can type a message in standard text, and use the text editor buttons to format it.
To include merge fields in the email, select the fields from Choose Field to insert into the Email. For example, you can include the recipient’s first name or title in the email.
To include HTML content in the email, click Source. Copy and paste HTML into the body field. HTML source code typically references image files, such as JPGs, GIFs and BMPs. Ensure that images are referenced correctly so the person receiving the email can view them. The source of the image files must be specified in the HTML source code as paths on the Internet, for example, <img src = "http://www.domain.com/products/image.gif">. If you don't have experience writing HTML source code, ask whoever writes the HTML source to ensure the images are referenced in this way before you use the HTML in your mass emails.
You can add a .GIF, .JPEG, or .JPG file as an inline image. An inline image is an individual image that's included in the email body. Inline images are displayed in the email body, and are referenced from the email server in the HTML source. To upload an inline image, click Choose File, navigate to the image file, select the image file, and click Upload inline image. To display the image in the body of the email, you must reference the image in the HTML. Click Source and update the HTML to reference the image.
You can attach global documents and local files. To attach a global document, the Search Select icons to locate the file, select the file, and click Upload Attachment. Please refer to Advanced Search Select for details on using the Search Select buttons. To attach a local file, click Choose File, navigate to the file, and click Upload Attachment.

When you've added the email content, you can specify additional rules for saving the communication in the database. The option to specify additional rules is not available if you're using Email Management to handle outbound emails. From the Communication Options panel, select the team and territory in which you want the communication to be saved, and specify the status and the type of communication you want the email saved as.

To link the mass email to a Wave Activity, select an activity from Wave Activity.

If you select Emails from Parent Category Selection, a new category is automatically created in Key Attribute Profiling as a child category of eMails when the email is sent. The name of the category corresponds to the email subject. The child record stores a link to every recipient of the email. You can use this piece of key attribute data as a selection criteria for a follow-up action to this email.

To proof the spelling and layout of the email before you send it, click Check Spelling and Preview. To see how the email looks to recipients, click Send Yourself Test.

To send the email to all people or companies in the Group, click Send Email and then click OK.

To review the status of the job, click Marketing | Mass Email Status.

To temporarily stop the mailer, click Stop from the Actions column. The current mailer details remain on the status list until the job is resumed and the email has gone to everyone in the group. If you click Stop, the emails remain unsent with a Pending status even if they were set to a Complete status in the Send Mass Email Communication Options panel.

To view details of the communication, click the link in the subject column.
To view a list of people to whom the email was successfully sent, click Click Here To View Recipients Of The Mass Email .

To restart the mailer, click Resume. When all emails have been sent successfully, the status bar at the top of the Mass Email Status tab displays the following message: "There are no pending mass Emails". Any problems that are encountered when sending the email are included on the status list, and you can troubleshoot the problem. Emails sent to the group are saved as communications against the person and/or company that they are sent to. They are also saved against the team and territory you specified on the Communication Options panel and according to the status you selected.

To review a sent email, find a Person or Company to whom you sent a mass email and open the communication. You can convert the email to an Opportunity, Lead, or Case. If the email was linked to a Wave Activity, you can click Changeand register a response to it. Note that to register a response, you must open the Email Out from the Communications list in the Person or Company context.

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