Question
How do I create an Email Mailshot?
Answer
Users will firstly need to create a letter within Pinewood DMS ensure that the field for ‘Customer Email Address’ is included within the field picker – without this information being included, it will not be possible to email a mailshot from the system. You will also need to include an email address searchable field in the selection.
The process of sending a Mailshot via email from Pinewood DMS is very similar to the process of
creating and printing a letter mailshot – the only real difference falls at the very end of the mail
merge process being completed to provide the letters for printing.
With this in mind, for the bulk of this process please refer to articles on Creating a Letter Mailshot and Printing a Letter Mailshot up until the point within the printing section the ‘Merge to New Document’ field from the mail merge toolbar is selected.
In the scenario that a mailshot is being sent via email as opposed to by letter, it is at this key
point that the process changes. Instead of selecting the ‘Merge to New Document’ option, select
the 'Merge to Email' button from the Mail Merge toolbar.
When this option is selected, a new screen is displayed.
Populate the ‘To’ field within the message options drop down menu with the relevant field picker
from Pinewood DMS containing the email address of the customer. The Subject Line will appear when
the email is received by the customer. The option to send the email to the current record or all
records on the selection is available – alternatively the ‘From’ and ‘To’ fields can be completed
with the numbers of the records to which the email is to be sent, allowing for this process to be
completed in a number of batches.
When these fields have been completed with the information required to proceed, select the
‘OK’ option from the bottom of the window.
Select ‘Yes’ as shown on the next window to send the emails via Outlook. This will only populate the contact history as a mail merge 'Letter' not an Email as you have done this from the Letters for printing area.