Bulk Mailing from a Report List

You can print letters or send emails to contacts specified on a built list from the Promo Selection report or BusiRep report.

You must build your specified list from one of the above reports.  For more information on building a list, please see the pages at:

Promo Selection Report for publications
Promo Selection Report for events
BusiRep for publications
BusiRep for events.

From these lists you can:

  • Merge the list with a communication document for printing or emailing.
  • Email each recipient on the list a standard email, with or without attachments.

Printing Bulk Letters etc.

First, the letter must be set up as a communication document and any merge fields required added, for more information see Setting up a Communication Document.

Once the report list has been built, right click on the Excel button until the Word Icon is reached.

    BusiRep report
    Promo selection

The attribute report can be switched between communication documents set up in the Company Correspondence code and the Contract code depending on what type of report has been built (if the letter only requires company information such as address and contact details the Company tick box will be ticked, if the letter contains details of contract/order information tick the Contracts tick box).

Next, click on the Word Icon. The documents you have available for printing will be listed.

If the documents you expect is not there, check that you are in the correct product (event/publication) code as denoted at the top of the screen next your user initials.

Click on the green tick button, the communication text window will open if the Communication box was ticked when the document was set up (to check go to Parameters & Lists > General > Communication Documents and double click on the communication document in the grid).

The description of the communication document will be displayed in the box, however this can be changed to your own text. Clicking on the green tick button will add this communication to all the records in the built list i.e. be a note in the company record that this letter was sent to them. Click on the red cross button if you not wish to add this communication to the records.

Click on the green tick button, the system will merge the data in the list with the merge fields in the communication document. The letters will either be sent to screen or you will see Form_Letters minimized on your task bar. You can either print out the letters or save them the same as any other Word document.


Bulk Emailing from a Report List

First set up the email as a communication document, see Setting up a Communication Document.

When you have built the list from the Promo Section or Attribute Report, right click on the output button until you reach the email icon.

BusiRep Report
Promo Selection

The Busirep report can be switched between communication documents set up in the Company Correspondence code and the Contract code depending on what type of report has been built (if the letter only requires company information such as address and contact details the Company tick box will be ticked, if the letter contains details of contract/order information tick the Contracts tick box).

Next click on the Email Icon, the Print window comes up.

Choose the document you would like to email from the drop down menu.

The document will be sent body text unless the As Attachment box is ticked.

Click on the green tick button the Communication window will open if the Communication box was ticked when the document was set up (to check go to Parameters & Lists > General > Communication Documents and double click on the communication document in the grid).

There is a subject line to add text as it will appear in the recipient's inbox.

The description of the communication document will be displayed in the box, however this can be changed to your own text. Clicking on the green tick button will add this communication to all the records in the built list i.e. be a note in the company record that this letter was sent to them. Click on the red cross button if you not wish to add this communication to the records.

Click on the green tick button to send the email to all the contacts in the list with a valid email address.

Any responses from emails sent from BusiPro can be processed by the Outlook Import Inbox if they have the correct code added to the email, for more information see Dealing with Email Responses.


Sending a Standard Email to a Report List

First set up an email template

  • On the General Toolbar at the top of the screen, click on the communication button. This will open a blank communications window.
  • Click on the New Button on the Navigation Toolbar.
  • Change the Comm. Type to EMAIL or click on the outlook button.

  • Enter the subject line text as you would like it to appear in the recipient's inbox.
  • Enter the content text below. You can add some standard merge fields in such as contact name, for a list see {LINK#:5276,Emailing HTML Source Code)}.
  • The email can be sent low or high priority by click on one of the tick boxes on the left hand side.
  • The emails can be linked to your To-Do list by clicking on the To-Do list Entry tick box, for more information see Adding a To-Do List Entry from a Communication.
  • You can also add an attachment by clicking on the Attach File button next to the Outlook button.
  • Save the communication by clicking on the green tick button.

From the Report Screen

  • Once you built your list right click on the output option button until you reach the Outlook Icon.
  • In the blank field next to the Icon, enter or cut and paste the Communication number you set up as your template.

  • Click on the Outlook button, the system will tell you how many emails have been sent.