Sending Bulk Emails

Emails can be sent from a number of areas of the Web application such as the Map, the List View, and from individual records as needed. 

Create Email Templates to make sending emails faster in the future and insert dynamic variables to easily customize emails with elements of information that live in MMC. 

To learn more about setting up appropriate permissions for using Email functionality - visit the set up article here!

To Send Emails via Map Lasso: 

1. Click "Map" in the Navigation Menu
2. If desired - apply a Filter to the map to focus in on the records you would like to target
3. Select the Lasso icon from the Map Actions toolbar
   
4. Circle the records you would like to send an Email to and select the “Email” option in the action buttons at the top of the screen
5. Use the Email modal pop up to draft your email. 
   • In the “To” section - review the Companies or People to which the Email will be sent
   • In the “Subject” line -  populate the Subject that will appear once the Emails are sent via your email provider 
   • In the “Body” section - type the message you would like to send out! 
   • Note: If a Signature was set up in the Email Preferences settings - this will automatically appear at the bottom of this modal
     
     
6. If the “Open Activity Form” Setting is turned off - the button will read “Send and Create” to finalize the sending of these Emails. If the “Open Activity Form” Setting is turned on or your organization has required fields on the Email Activity form - the button will read “Next” to take you into the Activity form to fill out any required information or make any edits as desired 
   • If the Activity form has opened - select “Send and Create” to finalize the sending of the Emails and the creation of Email Activities in MMC
     
     
7. MMC Email Activities will automatically be created upon sending of the Emails. Review these Activities and any Email tracking of if this Activity such as if the Email has been opened or if links have been clicked in the record Activities tab or the Planner

To Send Emails via List View: 

1. Click "Records" > Companies or People in the Navigation Menu
2. Use the checkboxes on the left side of the List View to select the records you would like to send Emails to 
3. Select the “Email” option in the action buttons at the top of the screen
4. Use the Email modal pop up to draft your email. 
   • In the “To” section - review the Companies or People to which the Email will be sent
   • In the “Subject” line -  populate the Subject that will appear once the Emails are sent via your email provider 
   • In the “Body” section - type the message you would like to send out! 
   • Note: If a Signature was set up in the Email Preferences settings - this will automatically appear at the bottom of this modal
     
     
5. If the “Open Activity Form” Setting is turned off - the button will read “Send and Create” to finalize the sending of these Emails. If the “Open Activity Form” Setting is turned on or your organization has required fields on the Email Activity form - the button will read “Next” to take you into the Activity form to fill out any required information or make any edits as desired 
   • If the Activity form has opened - select “Send and Create” to finalize the sending of the Emails and the creation of Email Activities in MMC
     
     
6. MMC Email Activities will automatically be created upon sending of the Emails. Review these Activities and any Email tracking of if this Activity such as if the Email has been opened or if links have been clicked in the record Activities tab or the Planner

To Send Individual Emails via Record View: 

1. Navigate to the record that you would like to email via locating the pin on the Map, in the List View, via the search bar or any other method of accessing the record view 
2. Using the Quick Actions at the top of the record - select the Email option
   • If you are not seeing the Email Quick Action - select the ellipses (...) to show more Quick Actions
3. Select “Send via MMC” to utilize the MMC Email functionality
   • Note: Selecting “Send in my client email” will redirect you to your default email client on your device 
4. Use the Email modal pop up to draft your email. 
   • In the “To” section - review the Companies or People to which the Email will be sent
   • In the “Subject” line -  populate the Subject that will appear once the Emails are sent via your email provider 
   • In the “Body” section - type the message you would like to send out! 
   • Note: If a Signature was set up in the Email Preferences settings - this will automatically appear at the bottom of this modal
     
     
5. If the “Open Activity Form” Setting is turned off - the button will read “Send and Create” to finalize the sending of these Emails. If the “Open Activity Form” Setting is turned on or your organization has required fields on the Email Activity form - the button will read “Next” to take you into the Activity form to fill out any required information or make any edits as desired 
   • • If the Activity form has opened - select “Send and Create” to finalize the sending of the Emails and the creation of Email Activities in MMC
       
       
6. MMC Email Activities will automatically be created upon sending of the Emails. Review these Activities and any Email tracking of if this Activity such as if the Email has been opened or if links have been clicked in the record Activities tab or the Planner

Creating and Using Email Templates: 

Templates allow you to save common email formats / messaging that you would like to utilize again in the future. 

To create a new email template: 

1. Following the instructions above from the Map, List View or individual record Email instructions - access the Email modal to start drafting your email 
2. Upon drafting the email you would like to save as a Template - hit the “Select Template” button at the top of the Email modal and choose the “Save New” option
   
   
3. Using the pop up - name the Email Template to quickly use this same message again in future email sends
   
4. Upon clicking save - the Email Template name will now appear at the top of the Email modal
5. Proceed through the sending and logging of Email Activity as described in the steps above to finalize the sending and utilization of this Email Template

To use an existing email template: 

1. Following the instructions above from the Map, List View or individual record Email instructions - access the Email modal to start drafting your email 
2. Use the Select Template button to access and use previously created Email Templates
3. Select the Email Template you would like to apply. This will automatically update the subject line and email body in the pop up modal
4. Proceed through the sending and logging of Email Activity as described in the steps above to finalize the sending and utilization of this Email Template

To update an existing email template: 

1. Access the email template that you would like to edit using the steps above in “To use an existing email template” 
2. Make any desired changes to the subject line or body of the email
3. Select the blue Update button next to the Email template name to finalize and save the changes that have been made

Customizing Emails and Using Dynamic Variables:

Make your emails more impactful by embedding links, attaching files or even including Dynamic variables to better customize the email to the recipient

• Formatting Options: Use the T icon in the bottom left corner of email modal to adjust elements such as bolding or italicizing text, adjusting the font size, changing font colors and more
• Insert Link: Use the chain icon by highlighting the text within the body of the email where you would like to embed a redirect hyperlink
• Attach Files: Use the paperclip icon to upload photos, videos, documents, etc. attachments to the email 
• Insert Dynamic Variable: Use the bracket icon to add dynamic information such as the Name or Industry into the email to customize what is sent to the end user based on field information that lives in MMC
  • Note: If information is blank in MMC - this will also result in a blank in the email sent. Any recipients with blanks or any Dynamic variables with blanks will be highlighted in yellow as a warning
    
• Preview: Use the eyeball icon to preview the Email to be sent as a particular recipient, helping you check if personalized details are working correctly

Email tracking and viewing the logged email:

The sending of Emails via MMC will automatically log an Email Activity Type whether or not the “Open Activity Form” Setting is turned on. Email body, subject, and attachments are automatically added to the activity. 

Within the Email Activities send via the MMC functionality - we will also show a binary yes / no value on whether the email has been opened and if any links have been clicked

Additional information about sending Emails via MMC: 

1. If records are selected with no Email value - these records will not be included in any bulk email sends
   
2. If multiple records are selected with the same email value - a Warning sign and yellow highlight will appear within the “To” section of the email to alert where duplication has occurred