ULTIMATE DATABASE LTD

Emailing HTML from a Communication

• From a company contact click the Communications button by the Contact Code to setup a new communication (GENERAL is the default)
• Click the Outlook Button to change the communication type to EMAIL
• Enter the Subject text of the email.
• Add the body text (HTML Source) on the next line. This should start with the text .
• Add any attachments using the paper clip button.
• If you start a line in the body text with an * it will not be included in the email, it is for your reference only.
• If you start any line with IMPORTANCE = LOW then it will be given low priority when sent.
• If you start any line with IMPORTANCE = MED then it will be given Medium priority when sent. This is the default.
• If you start any line with IMPORTANCE = HIGH then it will be given High priority when sent.
• The following codes inserted into the text will be replaced with text taken from the Linked Records
  
  

  %COMP_NAME	Company Name
  %CONT_NAME	Contact Name (Mr Fred Blogs)
  %CONT_INIT	Contact Initials (Mr F Blogs)
  %CONT_SURN	Contact Surname (Mr Blogs)
  %CONT_SALU	Contact Salutation (Fred)
  %COMP_CODE	Company Code
  %CONT_CODE	Contact Code
  %CLS_CODE	Linked (or current default) event/publication Code
  %CLS_NAME	Linked (or current default) event/publication Name
  %ORDER_NO	Linked Order Number (If applicable)
  %TI - Sent Time	Sent Time
  %DA	Sent Date

  
  
• Click the Outlook Button to move to the Send Window.
• In the Send Window confirm the recipient email address by clicking on the Use Button when the 'To' tab is selected.
• To send copies you can choose the 'Cc...' Tab and add email addresses to this box.
• To send blind copies you can choose the 'BCc...' Tab and add email addresses to this box.
• To send, return to the first tab and click the Tick Button
• Once an email has been sent it is locked and cannot be changed and the recipient details are held in the body for future reference
• You can print an email once it has been sent using the print button to the right of the attachments button

Sending out Bulk Emails

• Multiple emails can be sent from the attribute or promo selection report by
• Setting up an example email communication (not linked to anything) using the communication button on the toolbar
• Choosing the list of contacts in the Attribute or Promo report progs
• Selecting the Outlook button in the report prog by right clicking on the Excel button.
• Entering the communication Number into the box to the right of this button
• Then click on the button to send the email to all selected contacts with an email address.
• The % fields will all be replaced with the relevant details for each email.
• You can resend an email by clicking on the Outlook button of a sent email. You will be given the chance to change the recipient addresses.
• Changing or adding the email address in the top half of the Send Window will prompt you to change the email address on the contacts record.

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