Mailshots are a feature inside Access RDB which allows you to send a mass amount of emails to a list of people who you may have stored on the database. This is a very useful tool for marketing and changes that affect a lot of people. To send a mailshot firstly the email settings must be setup inside RDB ProNet (If unsure of how to do this can be found in the Setting up mail service guide).
Before beginning to send a mailshot the user will need to create a tag file.
In order to send a mailshot after creating the tag file the user will need to:
Click Home and then click Tag file.
Find the tag file created.
In the left-hand menu under mailshot, find Client/applicant/contact.
Select the one that you want to send a mailshot to.
Select a mailshot category and click OK.
Select a mailshot instance and click OK.
📌 Note: If a mailshot category or mailshot instance doesn’t exist already click New.
Fill in the details required:
List of names: Check that all tagged clients/applicants/contacts are on the list. If someone is missing, to add them, select Add Applicants/contacts/clients. To delete someone, click Delete/remove.
Send by: Under this tab the user will be able to format their email. To add a template click Body Text and Select RTF template. A window will open up from which they can select the template needed.
To insert a merge field, click Insert merge field.
📌 Note: You will need to add a subject and tick the template Ready box before the next step. To Preview the email Select the Preview Mail button and you will receive an email through RDB with a preview.
Selecting transport: A mailshot could be either an email, SMS, letter or FAX. To select the one to send, click the Add button within the Send by tab and it will bring up a list. Click the Remove button to remove any.
Send options: To add attachments, click Add and select the documents to attach
Output: Under the output tab, click Create/refresh output so that the email pulls through and all the merge fields get filled in.
To receive a confirmation when the email has been read, select the Email Read Receipt check box.
Finally, select one of the options to either:
Send an email,
SMS,
Send Fax,
Print letter or
Print Labels.