Send a System Mail Merge Email and Track Opens and Clicks
You can send mail merge emails and track who opened/clicked your email by assigning your mail merges to a sales campaign. You can create a campaign under Settings > Marketing > Campaigns. Once you have at least one campaign, you can create your contact list and start sending emails.
You can create a mailing list from various reports or by searching Companies/Contacts. For example, go to Contacts > Search Companies use the filters provided to attain the list of contacts you want to email. If you want to only have certain ones from the returned list in your contact list, place a check mark in the box to the left of their name. If you want all the contacts, don’t select any.
Tip
If you're using the company search, you will need to select which contact roles from the company you want to include; you can select all or just certain ones.
Click on the Create Mailing List to create your Mailing List. Give your list a name if creating a new list or just append the contacts to a list you already have. After you create the list, you can clean up the list before you send it. Scroll through the list and manually remove any placeholder emails by clicking on the trash can icon to the right. Your list is now ready.
Important
You can't send a mail merge to a list that contains any duplicate emails.
Click the Build Merge Link to get the email send pop-up. You will need to provide your mail merge with a name and a template.
The system assumes you want the emails to come from you, but you can change both the sending email and sender.
If you added ##EMAIL_NOTE## tag in your mail merge template, type the note you want to appear in the Email Note field.
Tip
We highly recommend checking the box to Generate PDF Preview of Emails so you can spot check the emails before sending to ensure everything looks the way you want it to.
If you need to add any attachments, click on the Upload from Hard Drive button and select the file from either your local desktop, or if attaching a file from the Document Manager, click the Attach from Document Manager button.
If your preview looks good, just click on the Send Email action to send the emails. Once the emails are sent, you can't stop the send. Depending on the size of the list, the system may send the emails in batches every few minutes. You can view the Marketing > Email Campaigns to see the status of the email.
If you don’t want to send the emails immediately, you can set up a schedule. You can specify the start date and time for your list to be emailed. For example, maybe you are creating this email on a Monday night but you don’t want the emails to actually be sent until Wednesday morning. Using the schedule, you can set up this scenario. Once you’ve entered schedule information, click the Send Email action like normal. The emails will be created but won’t be sent until the window of time you set in your schedule is met.
After you’ve sent your emails, you can go to Campaigns and view the analytics of your campaign. You’ll see the name you gave your mail merge and the columns for number of emails sent, clicks and opens. To see the details of your list, click on the ellipsis to the far right.
Your system mail merge templates include a link for your contacts to opt out of future mail merge and campaign emails. Once a contact opts out, you can’t add the contact back to a future email. The contact must choose to opt back in through Client Center.
If the contact unsubscribes from ‘emails of this type’, the contact will be opted-out of that particular contact list, but they could still receive emails from another list.
If the contact unsubscribes from ‘all promotional emails’, they will be unsubscribed from all of your contact lists.
Contacts can manage their promotional email settings from the Client Center. On their Account page, there is a setting to opt-in or out of promotional emails.
You can view contact opt-out information from a handful of places within Ad Orbit, including the Contact Search, the Marketing > Email Campaigns page, and the contact’s Overview page. A contact will only show as ‘opted-out’ on the Contact Search and their overview page if they have opted out of all promotional emails.
Note
Opting out of promotional emails will not affect your contacts from receiving any transaction emails, e.g., orders and invoices.
Updated 4/5/2024