How to Configure and Send Email Newsletters, Announcements, and Email Blast Marketing Campaigns Follow
The legal CRM system offers a powerful email marketing tool to customize and send email blasts, announcements, and newsletters to your entire database or segment-specific leads and case records.
Creating a New Email Marketing Campaign
Using the blue menu on the left-hand side of the screen, click on “Email Marketing”
To start creating a new campaign, click on the “New Email Campaign” button in the page's upper-right corner.
The Email Marketing Settings screen will open up. There, you will configure the specifics for your automation:
Select Unsent Campaign (Optional) – If you created a previous email marketing campaign that was never sent, you could select it from this dropdown to continue editing it.
Campaign Name – The name of your email marketing campaign. This is an internal name only for your records.
Select Case Type – The specific case type(s) of the lead and case records that should receive this campaign.
- Date Created From – The lead created date of the records that should receive this campaign.
- Who Will This Email Come From? – The specific user or role that the email should come from.
- Current Status – The current lead or case statuses should receive this campaign.
- Tags – The current lead or case tags that should receive this campaign.
- Source – The current lead or case sources that should receive this campaign.
Once you have defined your configuration settings, you can see a preview of how many records will receive this campaign.
💡NOTE - Contacts that have unsubscribed or have opted out from receiving email automation will not show in this list and will not receive your email marketing campaign.
After configuring the Email Marketing Settings, click on the “Create and Continue” button at the screen's bottom.
Next, select the template you wish to use for your campaign. You have the option to select a pre-formatted template or a plain template:
You can also import your HTML templates by clicking on the “Import HTML Template” button at the top of your screen.
In these instances, it is suggested to use what you can from it or to start from scratch using one of the already included templates in the legal CRM system.
Alternatively, you could find an email automation expert consultant that can do this for you. Build it once and use it many times!
Once you have selected your template, you are ready to begin setting up your email campaign.
First, fill in the Email Subject for this campaign. You can also choose to send an email attachment as well.
Want to send an e-sign to your records as well? Check the option next to “Would you like to send an e-sign to everyone that receives this campaign?”. Then, select the e-sign document that should be included.
💡NOTE – If your campaign sends an e-sign, your email body should include the e-sign mail merge code, <<HelloSign>>. If you forget to include this mail merge code, the system will warn you and prevent you from sending your campaign until the mail merge code is added.
Next, set up the body of your email. If you need to include any mail merge codes to pull client data, you can utilize the mail merge field picker:
If you ever need to change your template or recipients for your campaign, make sure to use the navigation bar at the top of your screen. To edit your template, click “Select Template”. To edit your recipients, click “Select Recipients”
Sending an Email Marketing Campaign
If you want to ensure your campaign looks correct when emailed, you can send a test email to yourself to see what your recipients will receive. Click the “Send a Test Email” button to send a test email.
You will be prompted to enter an email subject and email address(es) for the test email.
💡NOTE – Please refrain from using the word “Test” in your subject, as many email providers will automatically filter out your test email, and you will not receive it.
After entering the email subject and address(es), click “Send”
After your campaign is finalized, you have a couple of options regarding how you send your campaign. The first option is to send the campaign now. This will immediately send your email marketing campaign to all selected recipients. Click the “Send Now” button to complete this action.
Alternatively, you can schedule your campaign to be delivered at some time in the future. To take advantage of this feature, first, fill out the “When to Send?” information:
Next, click the “Schedule Delivery” button.
How to Edit Email Marketing Campaigns
You can only edit campaigns that have not been scheduled for delivery or have already been sent. To edit a campaign, click on the name of the campaign under “Email Campaign Name”
How Effective Are My Campaigns?
The Email Marketing screen will show you metrics for all of your campaigns in the current date range you select:
Sent – Displays the number of sent emails
Viewed – Displays the number of viewed emails
% Viewed – Displays the calculated percentage of emails viewed, i.e., View / Sent
Clicked – Displays the number of links clicked on
% Clicked - Displays the calculated percentage of links clicked, i.e., Clicked / Sent
You can also view these metrics for each campaign as well:
Managing Configured Email Marketing Campaigns
On the Email Marketing page, you can view the details of any previously sent or scheduled campaigns, copy those campaigns, and delete them.
- To view the details of any previously sent or scheduled campaigns, click on the eye icon to the right of the campaign.
- To copy an existing campaign for a new one, click on the double paper icon located to the right of the campaign.
- Lastly, to delete any previously sent or scheduled campaigns, click the trash icon located to the right of the campaign.
💡NOTE – If you delete a scheduled campaign before its delivery date/time has elapsed, the campaign will not deliver.
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